Cancellation Policy | Keep It Moving Physicals LLC

Cancellation and Rescheduling Policy

Effective Date: July 8, 2025

At Keep It Moving, LLC, we value your time and the time of our Certified Medical Examiners. To ensure efficient scheduling and availability for all our clients, we have established the following Cancellation and Rescheduling Policy for all DOT and Sports Physicals. By booking an appointment with us, you agree to adhere to this policy.

1. Definitions

Scheduled Appointment: A confirmed booking for a DOT or Sports Physical at a specific date and time, for which payment has been made.
Cancellation: The act of notifying Keep It Moving, LLC that you will not attend your Scheduled Appointment.
Rescheduling: The act of changing your Scheduled Appointment to a different date and/or time.
Late Cancellation: A Cancellation made less than 24 hours prior to your Scheduled Appointment time.
No-Show: Failing to attend your Scheduled Appointment without providing any prior notification of Cancellation or Rescheduling.

Late Arrival: Arriving 15 minutes or more after your Scheduled Appointment time.

2. Policy Details

A. Standard Cancellations and Rescheduling

You may cancel or reschedule your appointment without penalty if you provide at least 24 hours notice prior to your Scheduled Appointment time.
For cancellations made with sufficient notice, a full refund of your payment will be processed within 5-7 business days.
For rescheduling requests made with sufficient notice, your payment will be applied to the new appointment.

B. Late Cancellations

If you cancel your appointment less than 24 hours before your Scheduled Appointment time, it will be considered a Late Cancellation.
For Late Cancellations, the full payment for the service will be forfeited. No refund will be issued.

C. No-Shows

If you fail to attend your Scheduled Appointment without any prior notification (a No-Show), the full payment for the service will be forfeited. No refund will be issued.
Special Note for DOT Physicals: For DOT physicals, a no-show may also be considered a "refusal to test" under federal Department of Transportation (DOT) regulations (49 CFR Part 40 Section 40.61), which can have significant regulatory consequences for the commercial driver, separate from our financial policy.

D. Late Arrivals

If you arrive 15 minutes or more after your Scheduled Appointment time, we may be unable to complete your physical due to scheduling constraints. In such cases, your appointment will be treated as a No-Show, and the full payment for the service will be forfeited. We will do our best to accommodate, but cannot guarantee service for late arrivals.

3. How to Cancel or Reschedule

To cancel or reschedule your appointment, you MUST contact Keep It Moving, LLC by:
Phone: Call us at 864-497-5877 during our business hours.
Email: Send an email to contact@keepitmovingphysicals.com.
Website Messaging: Use the messaging feature on our website to send a direct message to our staff.

Please provide your name, appointment date and time, and the service you booked when contacting us.

4. Exceptions

We understand that unforeseen circumstances may arise. Any exceptions to this policy will be considered on a case-by-case basis at the sole discretion of Keep It Moving, LLC management. Supporting documentation may be required

Keep It Moving, LLC

2001 South Pine St,Suite D
Spartanburg,SC 29302 
info@keepitmovingphysicals.com
864-497-5877 or 864-285-0609

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