Payment, Deposit, Cancellation & Refund Policy

Effective Date: June 11, 2026

At GDG Smiles, significant time, staffing, treatment planning, laboratory coordination, scheduling resources, and administrative efforts are dedicated to each patient’s care. By scheduling treatment with our office, you acknowledge and agree to the following terms and conditions.

Deposit Policy

A non-refundable deposit of $300 is required to reserve treatment appointments with GDG Smiles.

The deposit secures dedicated clinical time, treatment planning, staffing, scheduling coordination, and other resources necessary to prepare for your appointment.

The deposit will be applied toward the total cost of treatment.

If treatment is financed through a third-party financing provider, the required deposit may be deducted directly from the approved financing proceeds and shall be treated as the patient’s non-refundable scheduling deposit.

The deposit is considered earned upon scheduling and is non-refundable.

The deposit shall remain non-refundable, including but not limited to the following circumstances:

* The patient cancels treatment.
* The patient reschedules treatment.
* The patient changes their mind regarding treatment.
* The patient fails to appear for a scheduled appointment.
* The patient fails to complete required paperwork.
* The patient fails to obtain financing approval.
* The patient fails to obtain medical clearance if required.
* The patient experiences travel-related issues.
* The patient elects not to proceed with treatment for any reason.
* The patient does not comply with office requirements, scheduling requirements, or treatment recommendations.

Payment Terms

Payment in full, approved financing, or other approved financial arrangements must be completed prior to treatment unless otherwise authorized by GDG Smiles.

Patients utilizing third-party financing acknowledge that financing agreements are solely between the patient and the financing provider. GDG Smiles is not responsible for financing approvals, denials, repayment obligations, financing company policies, or financing disputes.

Patients remain responsible for any balances not covered by financing.

Treatment Fees

Treatment plans and fees are based upon the information available at the time of consultation and evaluation.

Additional conditions, treatment needs, or complications discovered during treatment may require modifications to the treatment plan and may result in additional fees. Any such modifications will be discussed with the patient whenever possible before proceeding.

Quoted fees and treatment estimates are valid for twelve (12) months from the date issued unless otherwise stated. After that period, fees may be subject to change.

Cosmetic Dentistry Disclaimer

Dentistry is both a science and an art.

While GDG Smiles strives to provide exceptional clinical and cosmetic results, no specific cosmetic result, shade match, aesthetic outcome, or level of patient satisfaction can be guaranteed.

Treatment outcomes may vary based on individual anatomy, oral health conditions, healing response, maintenance, compliance with instructions, and other factors beyond the control of GDG Smiles.

Appointment Confirmation Requirement

To ensure efficient scheduling and availability, all patients must confirm their appointment with GDG Smiles no later than seventy-two (72) hours prior to their scheduled appointment date and time.

Confirmation may be completed through phone call, text message, email, patient portal communication, or any other communication method approved by GDG Smiles.

If a patient fails to confirm their appointment at least seventy-two (72) hours prior to the scheduled appointment, GDG Smiles reserves the right to cancel the appointment and release the reserved appointment time to another patient.

Patients acknowledge that failure to provide timely confirmation may result in:

* Automatic cancellation of the scheduled appointment.
* Forfeiture of the $300 non-refundable deposit.
* Requirement of a new deposit before another appointment may be scheduled.
* Additional scheduling restrictions at the discretion of GDG Smiles.

It is the patient’s responsibility to ensure that the practice has accurate and current contact information and to respond to appointment confirmation requests within the required timeframe.

Patients traveling from outside the local area remain responsible for confirming their appointment regardless of flight arrangements, hotel reservations, transportation issues, or other travel-related circumstances.

Cancellation and Rescheduling Policy

Patients must provide at least seven (7) days’ notice before a scheduled appointment if they wish to cancel or reschedule.

GDG Smiles allows one (1) courtesy reschedule when proper notice is provided at least seven (7) days before the scheduled appointment date.

The courtesy reschedule may only be used one time per treatment plan or reserved appointment. Any additional rescheduling requests, regardless of notice provided, may be subject to a rescheduling fee, additional deposit requirements, or both.

Appointments canceled or rescheduled with less than seven (7) days’ notice may be subject to additional scheduling or rescheduling fees and may require a new deposit before another appointment can be reserved.

The original $300 deposit remains non-refundable.

Because appointment times are reserved exclusively for each patient, last-minute cancellations and schedule changes prevent those appointments from being offered to other patients seeking care.

Patients acknowledge that repeated appointment changes may result in scheduling restrictions, additional deposits, denial of future appointment requests, or other scheduling limitations at the sole discretion of GDG Smiles.

No-Show Policy

Patients who fail to appear for a scheduled appointment without prior notice will be considered a no-show.

In the event of a no-show:

* The $300 deposit will be immediately forfeited.
* No refund of the deposit will be issued.
* A new deposit will be required before any future appointment can be scheduled.
* Additional scheduling restrictions may apply at the discretion of GDG Smiles.

Refund Policy

Patients acknowledge that payments made to GDG Smiles compensate the practice for professional services, clinical time, treatment planning, materials, laboratory work, administrative costs, and other resources associated with treatment.

Services that have already been rendered are non-refundable.

Laboratory fees, custom dental restorations, veneers, crowns, bridges, dentures, retainers, night guards, diagnostic services, imaging, treatment planning services, and other custom-fabricated dental appliances are generally non-refundable.

Refunds will not be issued solely because a patient:

* Changes their mind regarding treatment.
* Declines recommended treatment.
* Fails to attend appointments.
* Chooses not to complete treatment.
* Is dissatisfied with subjective cosmetic expectations that differ from the agreed treatment plan.

Any refund request shall be reviewed by GDG Smiles and determined at the sole discretion of the practice.

Refund Processing

Any refund approved by GDG Smiles will be processed within seventy-two (72) business hours following approval.

Submission of a refund request does not guarantee that a refund will be issued.

Once a refund has been processed by GDG Smiles, additional processing times imposed by banks, credit card companies, financing providers, or other financial institutions are outside the control of GDG Smiles.

Patients are not entitled to immediate or same-day refunds.

Payment Disputes and Chargebacks

Patients agree to contact GDG Smiles regarding any billing concern, payment concern, or dispute prior to initiating a chargeback, payment reversal, financing dispute, or claim with a financial institution.

GDG Smiles reserves the right to provide appointment records, signed agreements, treatment records, financial records, financing documentation, communications, photographs, clinical notes, and any other relevant documentation in response to disputes, chargebacks, claims, or investigations.

Policy Changes

GDG Smiles reserves the right to modify, amend, or update this policy at any time without prior notice. Any updated version shall become effective upon publication.


For questions regarding this policy, please contact our office at 954-787-4020 or email us at [email protected]