Our Policies at Vital Motion Chiropractic
Our policy at Vital Motion Chiropractic is designed to proactively address common questions while offering clear guidance for situations that may arise. It reflects our commitment to transparency, consistency, and a high standard of patient care. By outlining expectations upfront, we aim to create a smooth, respectful experience for both our patients and our team.
Privacy and Sharing
of Information
We collect personal and medical information to provide chiropractic and wellness care. Your information is confidential and will only be disclosed to third parties with your permission or as permitted by law. We may communicate with your primary care provider or referring provider when appropriate for your treatment.
Consent to Chiropractic Care and Associated Services
By receiving care at Vital Motion Chiropractic & Wellness Clinic, you consent to chiropractic evaluation and treatment, which may include chiropractic adjustments and supportive therapies as determined appropriate by the doctor(s) or licensed massage therapist(s).
Risks and Patient Responsibility to Disclose Health Information
As with any healthcare procedure, rare complications may occur. Temporary soreness or stiffness can be common, especially during the early stages of care. It is your responsibility to disclose all relevant health conditions, diagnoses, medications, injuries, and changes in symptoms to the doctor so care can be provided safely.
Scope of Chiropractic Care
Chiropractic is a distinct healthcare profession and is not the practice of medicine. Chiropractic care does not replace medical, dental, or other healthcare services. If a condition is identified that falls outside the scope of chiropractic, you will be referred to an appropriate provider.
​A duly licensed chiropractor in California is authorized to evaluate, diagnose, and treat conditions of the human body using chiropractic methods, primarily through manipulation and adjustment of the spine and other joints, as well as related muscles and connective tissues. As part of a comprehensive course of chiropractic care, a chiropractor may utilize supportive, noninvasive therapeutic measures such as exercise, heat and cold, massage, physical therapy techniques, ultrasound, dietary and hygienic guidance, and other natural or mechanical modalities. Chiropractors may treat patients of all ages, including pregnant women, and may use diagnostic tools such as X-ray, thermography, and diagnostic ultrasound for neuromusculoskeletal evaluation, but not for treatment. The scope of practice does not include surgery, obstetrics, dentistry, optometry, the use of prescription drugs, or other medical procedures expressly prohibited by law. Chiropractors may recommend certain vitamins, supplements, and dietary products permitted by statute and must practice exclusively within the chiropractic profession, representing themselves only as licensed chiropractors and not as practitioners of other healing arts.
Intake Forms Completion Requirement
All required intake forms must be fully completed a minimum of two (2) business days before your first treatment appointment.
This allows:
• The doctor time to review your health history and determine clinical appropriateness of care
• Our billing team time to verify insurance plan benefits and eligibility
Forms must be completed through our Jane patient portal.
After booking your initial assessment, intake forms are automatically emailed to the email address provided at booking. It is the patient’s responsibility to ensure the correct email address is entered and that all forms are completed by the required deadline.
Failure to complete intake forms within this timeframe may result in appointment delay, rescheduling, or cancellation.
Arrivals & Late or Cancellation Policy
Please plan to arrive no more than 10 minutes before your scheduled appointment time. This policy helps maintain a calm, private, and efficient clinical environment, as our waiting area is intentionally limited and treatment rooms are prepared based on scheduled appointment flow.
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Vital Motion operates strictly by scheduled appointment times to ensure continuity of care for all patients.
Grace Period: A 10-minute grace period is provided for late arrivals, however please recognize that this may impact your treatment time.
After 10 Minutes Late:
If you arrive more than 10 minutes late:
• Your appointment may proceed if the schedule allows
• Your treatment time may be shortened to remain on schedule
• Or your appointment may need to be rescheduled subject to $50 penalty fee.
These decisions are made on an appointment-by-appointment basis to keep clinic operations running smoothly and to ensure all patients get the care they require.
Cancellation and No-Show Fee
A $50 fee will be charged if:
1. You cancel or reschedule with less than 24 hours’ notice
2. You do not arrive for your scheduled appointment (no-show)
This policy applies to chiropractic care and massage therapy appointments. Patients must email: INFO@VITALMOTIONCHIRO.COM
call: 760-723-9512 or leave a voicemail at the same phone number, within 24 hours of their scheduled treatment to avoid the above fee.
Lobby Etiquette and
Phone Use
Vital Motion Chiropractic & Wellness Clinic is a spa-like healthcare environment designed for relaxation and focused care.
To support this:
• Please keep conversations brief and voices at a low volume
• Silence or lower mobile device volume while inside
• Phone calls should be taken outside if weather permits
Thank you for helping us maintain a calm and respectful environment for all patients.
Parking and Building Access
Our clinic is located at the crossroads of Mission Road and Aviation Road, marked by an American flag.
Parking options include:
1. Our shared parking lot on Aviation Road (shared with Allstate Insurance Group)
2. Street parking on Aviation Road or Mission Road if the lot is full
Please allow adequate time for parking to ensure timely arrival.
Insurance Verification
and Acceptance Inquiries
If you would like to know whether we accept your insurance plan, you may email:
• A clear photo of the front and back of your insurance card, and
• A copy of your photo ID + your contact phone number
This allows us to perform a soft benefits inquiry.
All patients are still required to complete intake forms, and insurance verification does not guarantee coverage or payment.
Insurance Disclaimer and Financial Responsibility
Insurance verification, benefit quotes, or authorizations do not guarantee payment. Coverage is subject to the terms, conditions, limitations, and exclusions of your insurance plan at the time of service.
You are financially responsible for:
• Copayments, deductibles, and coinsurance
• Any services deemed not medically necessary
• Any services denied or not covered by your plan
If insurance does not pay for a service, within 90 days of treatment, you agree to be personally responsible for payment to be rendered.
Patient Cooperation With Insurance Requests
If your insurance company requests additional documentation (accident details, coordination of benefits, or other forms), you are responsible for completing and returning all requested materials within 2 business day to avoid claim delays or denials.
Advanced Beneficiary Notice (ABN)
Advanced Beneficiary Notice (ABN) is be provided to inform you that you may be financially responsible if a service is not covered or is deemed not medically necessary by your insurance carrier. All patients are required to sign an ABN which allows you to make an informed decision about proceeding with care.
Clinic Security and
Surveillance
For safety and security purposes, surveillance cameras monitor public and common areas such as the waiting room and outdoor premises. No recording occurs in treatment rooms or restrooms. Footage is used solely for security and is retained for a limited time.
Audio Recording and Transcription Consent
Vital Motion may use a HIPAA-compliant audio recording and transcription tool to support accurate clinical documentation.
• Recordings are used for documentation purposes ONLY
• All clinical decisions remain the responsibility of the doctor
• Audio recordings are deleted within 7 days after transcription is completed
• Consent is voluntary and may be revoked in writing at any time
• Declining consent does not affect your care
Social Media and Marketing Consent
Photos or videos may occasionally be captured for educational or promotional purposes. Identifiable content will never be shared without your consent. You may opt in or decline and may revoke consent in writing at any time.
Communication and Patient Engagement
We encourage open and respectful communication regarding your care, treatment duration, and associated costs. Please ask questions at any time so we can support informed decision-making in a collaborative environment.