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Client Agreement & Terms of Service

Effective Date:  July 3, 2025
Last Updated:  July 13, 2025

By booking and paying for services with Melissa Fortier, Registered Dietitian, you acknowledge and agree to the following terms and conditions. These terms are designed to ensure clarity, transparency, and a respectful, professional relationship between client and provider.

1. Scope of Services

You are booking professional nutrition services that may include:

  • Initial assessments

  • Follow-up sessions

  • Secure messaging support

  • Personalized resources (e.g., handouts, meal planning tools, recipes)

These services are evidence-based and provided within the professional scope of practice of a Registered Dietitian, in accordance with the College of Dietitians of Ontario.  These services support general health and chronic disease management and are not a substitute for medical advice or treatment provided by a physician or other regulated health professional. Nutrition recommendations are personalized and not suitable for other individuals. Care plans should not be copied, transferred, or sold.

2. Payment & Fees

2. 1. Packages and Multi-Session Services

​Full payment is due at the time of booking or before the first scheduled session. Packages must be used within 12 months (365 days) from the date of purchase. Unused sessions after this time will expire and are non-refundable. Expired accounts may be deactivated; resuming services requires the purchase of a new session or package.

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2. 2. Individual Sessions

Invoices are sent after each session. Payment is due within 7 calendar days of the invoice date. Repeated late payments may result in temporary suspension of services.​ You may choose to securely store your credit card in the Practice Better platform. By doing so, you authorize Melissa Fortier, RD, to charge your card after each completed individual session.​

You can withdraw this authorization at any time by updating your settings or contacting info@melissafortier-rd.com.

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2.3. Accepted Payment Methods

I accept all major credit cards (Visa, Mastercard, American Express, Discover, Diners Club, JCB, and China UnionPay), as well as Apple Pay and Google Pay. Payments are processed securely through PHIPA- and PCI-compliant Practice Better platform (using Stripe).

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2.4. Receipts

Official receipts (for insurance or tax purposes) are issued after each session is provided.

3. Cancellation & Refund Policy

3.1. Cancellations and Rescheduling

You may cancel or reschedule appointments with at least 24 hours’ notice.

  • You may cancel or reschedule appointments with at least 24 hours’ notice via Practice Better, secure message, or email.

  • Late cancellations (less than 24 hours’ notice) or missed appointments will be:

    • Billed in full for individual session clients

    • Counted as used for package clients

  • Exceptions may be made in cases of emergency—such as sudden illness, injury, or unexpected personal crisis—at the provider’s discretion.

 

3.2. Refunds

Refunds may be considered for prepaid services not yet provided, under the following conditions:

  • An administrative processing fee will be deducted from any approved refund to cover non-refundable transaction costs (e.g., payment processor fees). 

  • Refunds are issued to the original payment method within 30 days of written request.

  • Requests must be submitted via Practice Better secure message or emailed.

  • Expired packages are non-refundable, even if sessions remain unused.

  • Partial refunds are not available for sessions already completed, missed, or canceled late.

4. Communication

  • Email is not fully secure and used for administrative purposes (e.g., confirmations, invoices) and marketing purposes if (only if you subscribed to my newsletter). Do not share personal health information in these messages. For details regarding email communication, please review our Privacy Policy.

  • For clinical questions or follow-up, secure messaging via Practice Better is used in accordance with PHIPA.

  • Messaging is not monitored 24/7 and should not be used for emergencies. In a medical emergency, call 911 or visit the nearest emergency department.

  • By contacting me, you consent to receive replies via the method you initiated unless you request otherwise.

5. Coordination of Care

  • With your consent, your dietitian may share relevant information with your other health care providers (e.g., referring physician, primary care provider) to support continuity of care.

  • This coordination will only occur if you have explicitly provided consent through your intake or privacy forms. Any communication will be carried out securely and in accordance with privacy laws (PHIPA).

6. Confidentiality & Privacy

7. Client Responsibilities

By booking services, you agree to:

  • Provide complete and accurate health information

  • Complete required form prior to your first scheduled appointment

  • Inform Melissa Fortier, RD or other care providers about any changes to your health or symptoms

  • Communicate promptly if you experience side effects or difficulties with any nutrition recommendations

  • Actively participate in your care, including follow-up and questions

  • Attend scheduled appointments or provide notice for cancellations

  • Communicate respectfully and professionally

Nutrition care plans are developed specifically for you. They are not transferable to others and should not be copied or distributed

8. Client Rights

As a client, you have the right to:

  • Access your health records: You may request access to your full clinical record at any time. Requests will be responded to within 30 days and may require identity verification.

  • Request corrections: If you believe any part of your record is inaccurate or incomplete, you may request that it be corrected.

  • Withdraw consent: You may withdraw or modify your consent for collection, use, or disclosure of your information at any time. Withdrawal must be submitted in writing and will not affect care already provided.

  • Ask questions: You are encouraged to ask questions at any time to ensure you fully understand your care and your rights.

9. No Guarantees

While every effort will be made to support your health goals, outcomes cannot be guaranteed. Results depend on many individual factors and may vary. No specific outcomes (e.g., weight loss, symptom resolution) are guaranteed.

10. Changes to This Agreement

This agreement and terms may be updated periodically. Clients will be notified if material changes are made that affect their rights or responsibilities, either by email or secure message through the Practice Better.

11. Contact

To request this agreement or the Privacy Policy in an alternative format (e.g., PDF document, large print, plain language), or if you have any questions:

Melissa Fortier, RD

Email: info@melissafortier-rd.com

Telephone: (705) 885-8720

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