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Vaxa Mental Health LLC
Last updated: October 31, 2026

This policy explains refunds for appointments, paperwork services, online purchases, and gift cards purchased directly from Vaxa Mental Health. Applicable law and insurance requirements take priority over this policy.

Clinical Services

Fees for completed clinical services compensate the clinician’s time, assessment, and professional care. A particular diagnosis, prescription, treatment response, or other outcome is not guaranteed.

Completed services are generally not refundable solely because the patient disagrees with a clinical recommendation or does not experience the desired result. This does not limit the right to dispute an incorrect charge or receive a refund required by law or insurance rules.

Canceled or Unused Services

If you cancel a prepaid service before it is provided, we refund the unused payment, less any cancellation fee that was disclosed, agreed to, and legally permitted.

If Vaxa cancels a service and it is not rescheduled, we refund the payment for the service not provided. You may choose to apply that payment toward another eligible service instead.

Missed-appointment and late-cancellation fees are governed by the financial agreement provided during registration and apply only where permitted by law and insurance requirements.

Letters and Paperwork

Payment for paperwork compensates the professional work agreed to in advance. It does not guarantee that a letter will be issued, that a particular recommendation will be made, or that a school, employer, housing provider, insurer, or court will approve the request.

If you cancel before work begins, any prepaid paperwork fee is refunded. If authorized work has already begun, we may retain the disclosed, permitted fee for work actually completed and refund the unused balance.

Any charge for a clinical review that may not result in a letter must be explained and agreed to before work begins.

We correct our own paperwork errors without an additional professional fee.

Insurance and Medicaid Payments

We review patient payments against applicable insurance benefits, claim processing, and payer requirements. An insurance adjustment may change the amount you owe.

We refund verified overpayments and amounts collected in error. We do not retain charges prohibited by Medicaid, another payer contract, or applicable law.

Gift Cards

Purchased Vaxa gift cards do not expire and have no inactivity or maintenance fees.

Gift cards are generally not refundable or redeemable for cash except where required by law. If Vaxa cannot provide an eligible service for which you intended to use a gift card, contact us to arrange a refund of the unused balance.

Purchasing a gift card does not guarantee acceptance into the practice, appointment availability, a prescription, or a particular clinical outcome.

Third-Party Purchases

Purchases made directly through outside companies, including linked supplement stores, laboratory services, or other vendors, are governed by those companies’ refund policies. Please contact the seller directly about returns or refunds.

Requesting a Refund

Contact Vaxa Mental Health with your name, transaction date, amount, and a brief description of the concern.

Phone: (316) 999-9561
Email: info@vaxamh.com

Established patients may also contact us through the patient portal. Please do not send payment-card numbers or sensitive health information by ordinary email.

Refund Processing

Approved refunds for unused prepaid services, unearned deposits, and verified billing errors are issued within 10 business days after cancellation, completion, or confirmation of the amount owed, as applicable. Refunds required sooner by law or payer rules follow those requirements.

Refunds are generally returned to the original payment method. Your bank or payment processor may require additional time to post the credit.

Nothing in this policy limits your rights under applicable law, insurance coverage, or a signed agreement that provides greater protection.