HoustonVaccines.com — Product, Appointment & Refund Policy

Effective: September 12, 2025

1. Overview

HoustonVaccines.com ( “we”, “our”, “Clinic” ) provides vaccine administration services and related products. This policy explains when refunds or credits may be issued, how to cancel or reschedule appointments, and our treatment of vaccine products. Vaccines are medical products subject to cold-chain, manufacturer, and public-health regulations; for that reason returns and refunds are limited. (See related provider practices at major retail clinics for scheduling and appointment management.) Walgreens+1

2. Appointments — Cancellation & Rescheduling

• To cancel or reschedule an appointment: Use the link in your confirmation email, sign in to your account, or call our patient support line at the contact number shown on the website. Major pharmacy clinics offer online rescheduling and cancellation for vaccine appointments; we follow the same approach. Walgreens+1
• Full refund window for prepaid visits: If you prepay an administration fee or service charge, you are eligible for a full refund if you cancel at least 48 hours before the scheduled appointment. (We adopt a 48-hour window consistent with common scheduling systems.) linncountyiowa.gov
• Late cancellations and no-shows: Cancellations made less than 48 hours before the appointment, and “no-shows,” may be subject to a cancellation fee or forfeiture of any prepaid administration or scheduling fee.
• Rescheduling: If you reschedule at least 48 hours before your appointment there is no fee. Rescheduling inside 48 hours may be processed as a late cancellation and could be subject to a fee.

3. On-site Vaccine Administration — No Refund After Administration

• No refunds after administration. Once a vaccine dose has been administered to a patient, it cannot be returned, exchanged, or refunded. Vaccines are perishable, medical interventions; used or administered doses are non-refundable. This is standard practice across immunization providers. HoustonVaccines

4. Pre-Purchased Vaccine Products & Unopened Vials

• We generally do not sell/ship individual vaccine vials to consumers. If we make unopened vaccine vials or specialty products available for purchase (e.g., to clinics or authorized providers), returns of unopened vials are handled case-by-case and require prior authorization. Returns accepted only if: (a) the product is unopened, sealed, in original packaging; (b) returned within the timeframe specified at point of sale; and (c) storage and cold-chain conditions can be documented. Manufacturer restocking rules and public health rules may restrict returns.
• Defective or incorrectly shipped items: If we ship a non-vaccine product (e.g., vaccine supplies, test kits, or over-the-counter items sold through our store) that is defective or damaged in shipping, contact us within 7 days for a replacement or refund. Retail return practices (for non-medical products) are handled similarly to large pharmacy retailers. Walgreens+1

5. Payments, Insurance & Administration Fees

• Insurance: We will bill insurance where applicable. Many routine vaccines (e.g., COVID-19, influenza) are available at no out-of-pocket cost to insured patients under federal and insurance rules; you should confirm coverage with your insurer prior to the visit. If you lack insurance, we will inform you of any administration fees in advance. CVS+1
• Administration fees: Texas providers may charge an administration fee for vaccines in accordance with state guidance. The Texas Department of State Health Services notes eligible patients may be charged an administration fee (the Department provides guidance on patient access and fees). If applicable, any prepaid administration fee is refundable only under the conditions described above. Texas Health Services

6. Supply Disruptions, Clinic Cancellations & Provider-initiated Changes

• If we cancel your appointment due to supply shortages, staffing, or other operational reasons, we will notify you and offer a full refund of any prepaid fees or an opportunity to reschedule. Large providers have had to cancel or reschedule in limited situations due to supply/insurance/billing issues; we will follow best practices to notify and refund impacted patients promptly. AP News

7. Adverse Events, Medical Concerns & Liability

• No refunds for adverse events. If you experience a side effect or adverse reaction after vaccination, refunds are not provided. Instead, we will provide or coordinate medical care and follow required adverse-event reporting procedures. If you have concerns about a medical issue following vaccination, contact our clinic immediately and seek emergency care when appropriate.
• Medical records and consent: By attending a vaccination appointment you acknowledge having completed an informed consent as required by law and clinic policy.

8. Privacy & Documentation

• All refunds and billing transactions are handled in compliance with applicable privacy and health-information rules. We retain documentation of vaccinations and may release records to you, other providers, or public health agencies as allowed/required by law.

9. Special Circumstances

• Public health programs & government-funded vaccines: Vaccines provided or funded by public health programs or federal/state initiatives may be subject to additional rules; refunds may not be available if the vaccine was provided under a government program. Our staff will explain any special conditions before you accept service. houstonhealth.org+1

10. How to Request a Refund or Raise a Billing Question

• Email: info@houstonvaccines.com
• Phone: (281) 313 7468
• When requesting a refund, please provide: patient name, appointment confirmation number, date of service, and reason for refund request. We will respond to refund requests within 7 business days.

11. Changes to This Policy

We may update this policy as needed to reflect changes in clinical practice, supplier/manufacturer requirements, or Texas/federal rules. The “Effective” date at the top reflects the latest revision.