Practice Policies
RENEW MD FACIAL AESTHETICS
Care, clarity, and commitment — from our practice to yours.
Welcome to Renew MD. These policies exist for one reason — to protect the quality of your care, the trust you place in our team, and the experience of every patient we see. We wrote them in the same voice we use with you in the treatment room: warm, thoughtful, and clear about what to expect on both sides.
Where a policy is firm, we’ve tried to explain the reason behind it, so you can see the care that shapes every guideline. Where flexibility makes sense, we’ve left room for it. Our goal is simple: to be a practice you can rely on — clinically, personally, and every step in between.
By scheduling a consultation or treatment, placing a deposit, or making a purchase with Renew MD Facial Aesthetics, you acknowledge that you have read, understood, and agree to the terms that follow.
Refund & Purchase Policy
ALL PURCHASES ARE FINAL
Every purchase at Renew MD reflects a thoughtful plan of care — provider time, product, and clinical preparation reserved specifically for you. Because of that intention on our end, all sales are considered final, and this policy is applied firmly and consistently for every patient.
From the moment you book with us, we begin planning — reserving provider time, preparing product, and coordinating the details that make your treatment safe and unhurried. That preparation is meaningful, and it happens on our end whether or not you ultimately come in. For that reason, we honor the same clear standard with every patient:
Payments made for treatments, procedures, packages, memberships, prepaid services, gift cards, retail products (where applicable), and deposits are non-refundable.
This is true across the situations we most often hear about — a change of mind, a scheduling conflict, a move, a shift in personal or financial circumstances, or dissatisfaction with anticipated results. We understand life brings the unexpected, and we still ask that you make each purchase with the same intention we bring to preparing for it.
Aesthetic care is a partnership between medicine and biology. Because healing, response, and individual variation all shape the outcome, no specific result can be guaranteed, and dissatisfaction with results is not, on its own, a reason for a refund. What we can promise is that we will stand beside you and work through any concern with the same attention we brought to your original visit.
When a provider determines before treatment that a procedure is not medically appropriate or safe for you that day, we do not simply keep the funds and walk away — we work with you to apply that value as a practice credit toward services or products that are appropriate for you. Cash refunds are not provided except where required by applicable law.
Packages, Renew Royalty Points, prepaid treatments, gift certificates, and promotional purchases are not redeemable for cash — they are designed to be used in the treatment room, as part of the plan of care they were purchased for.
Deposits & Reservation Fees
A deposit is our way of protecting the time we’ve set aside just for you — provider hours, room setup, clinical preparation, and the administrative work that happens quietly in the background. For that reason, deposits are non-refundable, and they are applied to your treatment at the visit they were held for.
Chargebacks & Payment Disputes
Chargebacks or payment disputes initiated after agreeing to this policy constitute a breach of this agreement. Renew MD reserves all rights to provide payment records, signed agreements, appointment records, communications, photographs, electronic acknowledgments, and other documentation demonstrating acceptance of these terms to the financial institution or payment processor. The purchaser agrees to reimburse any costs, fees, or expenses incurred by Renew MD in defending an improper chargeback or collecting amounts owed, to the extent permitted by law.
Electronic Acceptance
By completing your purchase, you expressly authorize Renew MD to rely upon electronic records, digital signatures, online acknowledgments, text message confirmations, emailed consents, payment receipts, and this policy as evidence of your agreement. Your completion of the transaction constitutes electronic acceptance of these terms and creates a binding agreement between you and Renew MD Facial Aesthetics.
Prepaid Services, Series packages & Memberships
Most aesthetic treatments are most effective when performed as a series, with each session building on the last. To achieve your intended result, it’s important to complete your series within the recommended timeframe and to attend the follow-up visits your provider recommends — they’re an integral part of your treatment plan, not an optional add-on.
- Non-refundable. All sales are final — the value lives in the services themselves, not in the cash paid up front.
- Redeemable according to the policies and pricing in place at the time each visit is used.
- Non-transferable. Individual services, prepaid treatments, packages, and memberships are reserved for the person we planned them for and may not be transferred, shared, split, or reassigned. Gift certificates are the one exception, as described in the Gift Certificates section below.
- Redeemable at Renew MD Facial Aesthetics by the original purchaser, so your provider can carry the full history of your plan into each visit.
Evolving Technology
Medicine is not static, and neither is our practice. Devices, protocols, and product lines improve, and occasionally a specific technology is retired, upgraded, or replaced with a better option. When that happens on a service you’ve already prepaid for, we honor the value of that credit with an appropriate, comparable, or upgraded alternative — chosen so you continue to receive modern, effective care rather than an older treatment simply because time has passed. Refunds are not issued for changes in technology or device availability; the value follows you into the next best option, at our discretion.
Cancellation & Attendance
Your appointment is held for you with intention — clinical time, preparation, and dedicated attention from our team. Because of that care on our end, we ask for the same in return, and hold our cancellation policy firmly and consistently for every patient.
Notice Requirements
Standard notice: At least 48 hours before your scheduled appointment to cancel or reschedule without penalty.
Device & prep-heavy procedures: At least 72 hours notice is required for treatments that involve multi-day pre-care, including PDO threads, Radiesse, Full Facial Balancing, Sculptra, Laser Tightening, PRF Gel (EZ Gel or Selphyl), VI Chemical Peels, and Clear RF Resurfacing treatments.
Late cancellation or no-show fee: Cancellations made inside the required notice window, and no-show appointments, will incur a fee equal to 50% of the cost of the scheduled procedure, which includes forfeiture of any deposit on file.
How to reach us: Call 817-678-5388 or text 817-660-7623 to modify your appointment.
Late Cancellation
When an appointment is canceled inside the required notice window, that time is difficult for us to fill — which is why a fee equal to 50% of the cost of the scheduled procedure is applied, along with forfeiture of any deposit on file. Rescheduling at the original pricing may not always be possible. We know life happens, and where the circumstances truly warrant it, we’re usually able to extend a one-time courtesy in good faith — that’s a conversation, not a promise.
No-Call / No-Show
When an appointment is missed without any communication, our team — and often other patients on our waitlist — lose that time entirely. A no-call/no-show visit is charged at the same 50% procedure fee and forfeits any deposit on file, and may forfeit the scheduled service or applicable prepaid value as well. Repeated missed appointments may lead to removal from promotional and membership programs and, going forward, prepayment in full before scheduling. We would much rather hear from you — even at the last minute — than have you not arrive at all.
Illness & Emergencies
Your health always comes first — please do not come in with an active infection, fever, or contagious illness. Reach out to us as early as you can, and we will do our very best to move your time thoughtfully. Illness (including COVID-19) does not, on its own, exempt an appointment from our notice requirements, but timing and communication go a long way in these situations. Genuine emergencies are reviewed individually and always handled with compassion; the refund policy remains as stated above.
Prescription Medications & Retail Products
Once medication or skincare has left our hands, we cannot verify how it was stored, handled, or used — which is why federal law, patient safety, and basic hygiene all require the same standard. For those reasons:
All prescription medications and skincare products are non-refundable. This includes neurotoxins and injectables. They are prescribed for your beautiful face, only.
If a product isn’t working the way we hoped, please tell us. When it’s clinically appropriate, we’ll gladly review your regimen with you and help you transition to something better suited from our shelf. We want your at-home care to feel as considered as your in-office care.
Treatment Satisfaction
Our goal in every plan of care is the same one you bring in the door — safe, refined, natural-looking results that fit the face and the person in front of us. Skin type, biology, lifestyle, medications, and how carefully pre- and post-care are followed all shape the final outcome, and each person’s response is genuinely individual.
Refunds are not issued for dissatisfaction with results — but we take every concern seriously. If something is not sitting right with you, please tell us. Schedule a follow-up so Dr. Gordon and our team can see the result in person, understand what you’re experiencing, and recommend the best next step. We stand behind our work, and we are committed to walking the plan of care through with you — including refinement, adjustment, or a change in strategy when it’s clinically appropriate.
Gift Certificates & Existing Credit
Gift Certificates
A Renew MD gift certificate is one of the most thoughtful ways to share this experience with someone you love. They do not expire, they function like cash inside the practice, and they may be applied to any in-office procedure or retail product on our shelf. The one thing they cannot do is convert back to cash — the value lives here, with your care.
Existing Credit
Any credit on your account is yours to use across most of our services and products. Because our best promotional pricing — vendor-sponsored events, model calls, added-value bundles, and clearance offerings — is already priced to at least break even and often depends on partner terms, existing credit generally cannot be layered on top of those offers. Whenever it can, we’ll happily apply it; when it can’t, we’ll be transparent about why at the time of booking.
Financing, Third-Party Payment & Promotional Purchases
We believe premium care should feel attainable, which is why we offer select financing options and thoughtful promotional pricing throughout the year. These paths make care more accessible — and they come with a few added terms we want you to understand from the start, so nothing is a surprise later.
Third-Party Financing
When you finance your care through one of our medical-financing partners, that agreement is between you and the lender — not between you and Renew MD. Once the lender releases funds to us, your repayment obligation lives with them, on their terms (interest, promotional-period rules, late fees, and so on). Our refund, cancellation, and no-show policies apply to financed purchases just as they do to any other, and a canceled or missed service does not release you from your loan. If you’re considering financing, we’re glad to walk through the details with you before you sign.
Manufacturer Loyalty & Rewards Programs
Rewards, loyalty points, gift cards, and coupons tied to the product lines we carry are issued and governed by the manufacturer — not by Renew MD. Once a reward has been applied at a visit, we’re unable to refund or reissue it on our end, and restoring it after a canceled service is at the sole discretion of the issuing manufacturer. When a reward is available on a product we carry, our team is happy to help you understand it before you enroll.
Promotional, Event & Package Pricing
Promotional pricing, event pricing, added-value bundles, seasonal specials, and package pricing are offered as complete, time-limited experiences — they’re priced generously precisely because they’re a full package. For that reason, they are not eligible for further price adjustment, discount stacking, transfer between patients, retroactive application to prior purchases, or partial redemption for cash or credit. If a promotional purchase isn’t used within its stated redemption window, the promotional value is forfeited and standard pricing applies to any remaining balance.
Deposits on Promotional Bookings
Because promotional and event appointments are typically vendor- or timing-dependent, deposits on those bookings are non-refundable and non-transferable. In addition to our standard cancellation and no-show fees, a promotional deposit is forfeited if the appointment is canceled inside the required notice window or missed entirely.
Price Changes Over Time
We review our pricing regularly to reflect our costs, our technology, and the care we provide. Prepaid services and packages are always honored at the level of service originally purchased — you’re never asked to pay more for what you’ve already committed to. Any balance for upgrades, add-ons, or services outside your original purchase will be quoted at the pricing in effect on the date of your visit.
Complimentary Add-Ons & Gifts with Purchase
When a service, package, or promotion includes a complimentary product, treatment, or add-on, that piece is designed to enrich the offering — not to stand on its own. It has no independent cash value and can’t be redeemed, refunded, exchanged, or transferred separately from the qualifying purchase.
Model Calls & Educational Appointments
A few times a year, we invite patients to participate as models in our creative, educational, vendor, and professional-training work. It’s how we bring exceptional pricing to a small group of people while contributing to the education of other physicians and providers. These appointments are a genuine gift — and because they support work outside our four walls, they carry a slightly different set of expectations than a standard visit.
Photo, Video & Image Release
Because model calls exist to teach, share, and represent our work, booking a model-call appointment grants Renew MD irrevocable rights to use your photographic and video images for purposes including — but not limited to — marketing, patient education, vendor submissions, professional training, national and international symposia, social media, and promotional materials associated with Renew MD Facial Aesthetics and its partners. This is a defining feature of the model-call experience, and separate from our standard photo release described elsewhere in this document.
Coordination with Training Partners & Vendors
Many model calls are coordinated with a vendor or training partner who sponsors product, consumables, trainer time, or advertising to make the pricing possible. Because of this, appointment timing may follow training schedules, submission deadlines, device or consumable delivery, or other factors we don’t control on our own. We’ll communicate as clearly as we can, and we appreciate your grace when scheduling has to move.
Is a Model Call the Right Fit?
Model calls tend to be a wonderful fit for patients who are:
- Friendly, professional, and reliable — you’ll often be seen alongside trainers, vendors, or other providers.
- Comfortable with longer-than-usual visit times and occasional waiting periods as the training day unfolds.
- Flexible about appointment day, time, and last-minute schedule adjustments.
- Able to follow pre-care and post-care instructions precisely, since the training work depends on strong outcomes.
- Committed to returning for required follow-up visits and post-treatment photos, so the story of your result can be told properly.
If your schedule is tight, your travel is inflexible, or a fully discreet experience is what you’re looking for, a standard appointment is likely a better fit — and our team is happy to guide you toward the option that will feel best for this season of your life.
Cancellations, Rescheduling & Model-Call Conditions
Model-call fees are non-refundable. Because model-call slots are limited and often vendor-dependent, a missed model-call appointment or follow-up can affect our relationships with training partners and vendors. For that reason, rescheduling is not guaranteed, and model-call pricing is conditional on your full cooperation with pre-care, post-care, day-of instructions, and after-photo requirements. If model-call terms feel like too much to commit to, standard pricing is always available — no hard feelings.
Consent, Photography & Medical Records
Renew MD is a physician-led practice, and every treatment is documented with the same care as any other medical service. The following applies to all patients, whether or not they participate in a model-call appointment.
Informed Consent
Every procedure requires a signed informed-consent document reviewed with your provider before treatment begins. Consent forms describe the procedure, expected outcomes, alternatives, known risks, and pre- and post-care responsibilities. You may ask questions at any time. Treatment will not proceed until consent is complete and, in your provider’s clinical judgment, treatment is appropriate for you that day.
Clinical Photography
Standardized before, during, and after photographs are a routine part of aesthetic care. They allow your provider to track outcomes, adjust future treatment plans, and support the medical record. Clinical photographs are stored inside your protected medical record and are treated with the same confidentiality as any other health information.
Use of Photographs Beyond the Medical Record
Renew MD will not use your photographs on our website, social media, marketing, education, or vendor submissions without a separate, written, patient-signed release. That release is optional, revocable in writing for future use, and never a condition of receiving care. Model-call appointments are the exception — they include an irrevocable image release as a defined condition of the discounted pricing, as described in the Model Calls & Educational Appointments section above.
Medical Records Requests
You may request a copy of your Renew MD medical record at any time by submitting a written request. Records are released in accordance with Texas Medical Board and HIPAA requirements, typically within fifteen business days, and a reasonable fee for copying, labor, and delivery may apply as permitted by Texas law.
Privacy & HIPAA
Renew MD Facial Aesthetics is committed to protecting the privacy of your health information in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the HITECH Act, and applicable Texas privacy law.
Notice of Privacy Practices
Our full Notice of Privacy Practices describes how we use and disclose your protected health information (PHI), your rights regarding your health record, and how to contact us with a privacy concern. A current copy is available at the front desk and upon request by phone or email.
Text, Email & Digital Communication
By providing your mobile number and email, you authorize Renew MD to contact you for appointment reminders, follow-up, care instructions, and, when opted in, marketing communications. Standard message and data rates may apply. You may reply STOP at any time to opt out of marketing text messages. Because email and SMS are not fully secure channels, please avoid sharing detailed clinical or sensitive information through these methods; call the office at 817-678-5388 for clinical conversations.
Social Media & Public Reviews
Renew MD will never confirm, deny, or respond to protected health information in a public forum. If we respond to a public review, we do so in a general, non-identifying way. If you contact us through social media, we may ask you to move the conversation to a private, secure channel so we can help you properly.
Minors & Age Requirements
Certain aesthetic treatments carry age-specific safety and consent considerations. Renew MD follows conservative, physician-led standards for younger patients.
- Under 18: A parent or legal guardian must be present at the consultation and at each treatment visit, and must sign all consent documents. Government-issued ID for both the minor and the guardian is required.
- Neuromodulators (Botox, Dysport, and similar): Cosmetic neuromodulator treatments are not offered to patients under 18 outside of narrow, medically indicated circumstances evaluated by Dr. Gordon on a case-by-case basis.
- Dermal fillers and biostimulators: Filler, Radiesse, Sculptra, and related biostimulator treatments are reserved for patients 21 and older, in accordance with FDA labeling and Renew MD clinical policy.
- Laser, energy, and skin treatments: Select laser, light, and skin treatments may be offered to patients under 18 for clinically appropriate indications (for example, acne) with guardian consent and provider approval.
- Skincare and product purchases: Prescription skincare requires an evaluation and, for minors, guardian consent.
Renew MD reserves the right to decline treatment for any minor when, in the clinical judgment of Dr. Gordon or the treating provider, the treatment is not developmentally, medically, or ethically appropriate.
Website Terms & Content Use
These terms apply to your use of renewmdmedspa.com and any Renew MD digital property. By using our website, you agree to the terms below.
Informational, Not Medical Advice
Content on this website is provided for general educational purposes and is not a substitute for an in-person medical consultation, diagnosis, or treatment. No physician-patient relationship is created by visiting this website, submitting a form, or exchanging messages. Please schedule a consultation for personalized medical guidance.
Intellectual Property
All content on this website — including text, photography, video, logos, graphics, layout, and downloadable materials — is owned by or licensed to Renew MD Facial Aesthetics and is protected by U.S. and international copyright, trademark, and other intellectual-property laws. You may not copy, reproduce, republish, or distribute Renew MD content without written permission, except for personal, non-commercial reference.
Patient Testimonials & Before/After Images
Testimonials and before/after images shown on our website and social media reflect individual experiences and outcomes with treatments performed at Renew MD. Aesthetic results vary based on skin type, biology, lifestyle, treatment plan, and adherence to pre- and post-care. Similar results are not guaranteed. All testimonials and images are used with the express written permission of the patient.
Third-Party Links
Our website may link to manufacturer, financing partner, or educational resources maintained by third parties. Renew MD does not control and is not responsible for the content, privacy practices, or terms of those external sites.
Changes to These Policies
Renew MD may update these policies from time to time to reflect changes in law, technology, or clinical practice. The current version is always posted on renewmdmedspa.com. The date of the most recent update appears at the bottom of this document.
Frequently Asked Questions
Do I have to come in for my follow-up?
Yes — your follow-up is part of your treatment plan, not an add-on. It is how Dr. Gordon and our team evaluate your result, confirm you have healed as expected, and determine whether a small refinement is appropriate. Refinements are only performed within a limited window after your initial treatment, so keeping this appointment protects both your result and your eligibility for adjustment.
Typical refinement windows:
- Neurotoxin (Botox, Dysport, Xeomin, Daxxify, Jeauveau, and Letybo): follow-up at approximately 2 weeks (day 14) post-treatment.
- Filler: follow-up between 2–4 weeks post-treatment.
- Skin tightening, biostimulators, and energy-based treatments (laser, RF, Sculptra, Radiesse, and similar): initial check at 2 weeks, followed by a 3-month visit to assess results as collagen and tissue remodeling continue.
Because product continues to integrate and tissues continue to remodel after treatment, refinements can only be made within these windows. Outside of the specified timeframe, any additional treatment is considered a new service and will be planned accordingly.
A Safe & Welcoming Space
Renew MD is, and will always be, a safe and inclusive space. Every patient who walks through our door is welcome here, and our team is committed to caring for each person with the warmth, dignity, and expert medical attention they deserve.
We ask for that same care in return. Disrespectful, discriminatory, or aggressive behavior toward our team members or other patients is not something we can allow, and it may be grounds for declining care or ending the patient relationship. Kindness is a shared standard here — it protects the calm, considered environment we’ve built for everyone in our chairs.
Accessibility & Sensory Considerations
If any part of your visit would feel better with a small adjustment — a quieter setting, a longer appointment, a specific provider match, or another accommodation — please tell us when you schedule. We are always happy to plan ahead so your time with us feels calm, comfortable, and thoroughly cared for.
Questions & Contact
Thank you for taking the time to read through these policies. We value the trust you place in us, and we want every part of your experience at Renew MD — clinical, personal, and administrative — to feel considered, safe, and beautifully cared for. If a policy raises a question, or you’d like to talk something through before you book, please reach out. We are always glad to hear from you.
Renew MD Facial Aesthetics
Address: 231 W. Southlake Blvd, Ste. 160, Southlake, Texas 76092
Office: 817-678-5388
Text: 817-660-7623
Email: hello@renewmdmedspa.com
Physician-led. Care-forward. Beautifully renewed.
Last updated: August 2026
