About

Karen Barbalace Aesthetics

About Karen Barbalace Aesthetics

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Policies

To provide a safe, professional, and exceptional experience for every patient, Karen Barbalace Aesthetics, PLLC has established the following policies. We appreciate your understanding and cooperation.

Appointment Reservation Policy

At Karen Barbalace Aesthetics, we are committed to providing every patient with exceptional care and dedicated appointment time. To help ensure availability and minimize last-minute cancellations, a $50 reservation deposit will be required for all appointments booked on or after August 1, 2026.

Once your appointment is scheduled, you will receive a secure payment link to reserve your visit. Your appointment will be held for 2 hours while awaiting your reservation deposit. If the deposit is not received within that timeframe, the appointment will be released and become available for other patients.

Your reservation deposit is not an additional fee and will be applied toward your scheduled treatment or service.

As a courtesy, Beauty Bank Members and patients using prepaid treatment packages are exempt from this reservation deposit requirement.

We appreciate your understanding and thank you for helping us protect appointment availability for all of our patients. We look forward to welcoming you to Karen Barbalace Aesthetics.

Appointment Scheduling & Deposits

Karen Barbalace Aesthetics, PLLC reserves appointment times exclusively for each patient. To secure an appointment, a reservation deposit is required at the time of booking. Unless otherwise stated, reservation deposits will be applied toward the cost of services rendered.

Reservation deposits are non-transferable and may be forfeited if an appointment is cancelled or rescheduled with less than 24 hours' notice, if the patient fails to appear for the scheduled appointment, or if the patient arrives too late to receive the scheduled service. Any forfeited reservation deposit does not limit Karen Barbalace Aesthetics, PLLC from assessing additional cancellation or no-show fees in accordance with our Cancellation Policy, where applicable.

Please arrive approximately 15 minutes prior to your scheduled appointment to complete any required paperwork or update medical information. Patients arriving late may have their treatment shortened, rescheduled, or canceled if sufficient time is not available to safely perform the scheduled service. Patients remain responsible for any applicable late cancellation or no-show fees resulting from late arrival.

A valid credit card is required to be securely maintained on file prior to receiving services. By scheduling an appointment, you authorize Karen Barbalace Aesthetics, PLLC to retain your payment information and to charge the card on file for deposits, balances due, cancellation or no-show fees, and any other charges authorized under our financial policies or otherwise agreed to by you. All payment information is encrypted and stored in accordance with applicable payment security standards.

Karen Barbalace Aesthetics, PLLC reserves the right to refuse, reschedule, or cancel appointments at its sole discretion, including, but not limited to, situations involving patient safety, inappropriate conduct, repeated missed appointments, outstanding balances, or failure to comply with office policies.

Appointments are reserved exclusively for you and require dedicated time from our providers. If you need to cancel or reschedule your appointment, we require at least 24 hours' advance notice. Appointment changes are subject to provider availability and cannot be guaranteed.

Appointments canceled or rescheduled with less than 24 hours' notice, as well as missed appointments ("no-shows"), will incur a $50 late cancellation or no-show fee. By scheduling an appointment with Karen Barbalace Aesthetics, PLLC, you authorize us to charge the credit card on file for any applicable cancellation or no-show fees in accordance with this policy.

Patients with outstanding balances, including cancellation or no-show fees, may be required to pay the balance in full before scheduling future appointments. Repeated late cancellations or missed appointments may result in a required deposit for future appointments or dismissal from the practice at the sole discretion of Karen Barbalace Aesthetics, PLLC.

Karen Barbalace Aesthetics, PLLC reserves the right to waive cancellation fees in cases of verified emergencies or other circumstances deemed appropriate at its sole discretion. Failure to enforce this policy on one occasion does not waive our right to enforce it in the future.

We appreciate your courtesy in providing timely notice, which allows us to offer appointment times to other patients awaiting care.

Cancellation Policy

Appointments are reserved exclusively for you and require dedicated time from our providers. If you need to cancel or reschedule your appointment, we require at least 24 hours' advance notice. Appointment changes are subject to provider availability and cannot be guaranteed.

Appointments canceled or rescheduled with less than 24 hours' notice, as well as missed appointments ("no-shows"), will incur a $50 late cancellation or no-show fee. By scheduling an appointment with Karen Barbalace Aesthetics, PLLC, you authorize us to charge the credit card on file for any applicable cancellation or no-show fees in accordance with this policy.

Patients with outstanding balances, including cancellation or no-show fees, may be required to pay the balance in full before scheduling future appointments. Repeated late cancellations or missed appointments may result in a required deposit for future appointments or dismissal from the practice at the sole discretion of Karen Barbalace Aesthetics, PLLC.

Karen Barbalace Aesthetics, PLLC reserves the right to waive cancellation fees in cases of verified emergencies or other circumstances deemed appropriate at its sole discretion. Failure to enforce this policy on one occasion does not waive our right to enforce it in the future.

We appreciate your courtesy in providing timely notice, which allows us to offer appointment times to other patients awaiting care.

Payment Policy

Payment is due in full at the time services are rendered unless prior payment arrangements have been approved by Karen Barbalace Aesthetics, PLLC. We accept cash, major credit cards, CareCredit, Cherry payment plans, and eligible HSA/FSA cards for qualifying services.

By receiving treatment or purchasing products or services from Karen Barbalace Aesthetics, PLLC, you acknowledge and agree that you are personally responsible for all charges incurred on your behalf, regardless of insurance coverage or reimbursement by any third party.

If your account becomes delinquent, you agree to pay all reasonable costs associated with the collection of the outstanding balance, including collection agency fees, court costs, reasonable attorney's fees where permitted by applicable law, and any other costs incurred in collecting the debt.

Fees quoted or paid for procedures cover only the services specifically agreed upon at the time of treatment. They do not include the cost of future treatments, maintenance services, revisions, touch-ups, additional procedures, medications, laboratory testing, or management of complications that may become necessary or that you elect to receive. Any additional services or treatment required, whether due to individual healing, medical necessity, patient preference, or unforeseen circumstances, will be billed separately at the then-current rates.

Eligible HSA and FSA cards may be accepted for qualifying services; however, eligibility and reimbursement are determined solely by your individual HSA or FSA plan administrator. Karen Barbalace Aesthetics, PLLC makes no representation or guarantee that any service or product qualifies for reimbursement and is not responsible for denied claims.

A valid credit card is required to be maintained securely on file before services are rendered. By providing a credit card, you authorize Karen Barbalace Aesthetics, PLLC to charge the card for services rendered, products purchased, deposits, cancellation or no-show fees, balances due, returned check fees, and any other charges authorized under these policies or otherwise agreed to by you. Credit card information is encrypted and securely stored in accordance with applicable payment security standards.

Refund Policy

All purchases of services, treatment packages, memberships, gift cards, retail products, and prescription medications are final. Except where required by applicable law, Karen Barbalace Aesthetics, PLLC does not provide refunds, credits, or exchanges for services rendered, treatment packages, prescription medications, or products that have been dispensed or provided to a patient.

Prescription medications are prepared, ordered, or dispensed specifically for the individual patient and, for safety, regulatory, and quality assurance reasons, cannot be returned, exchanged, or refunded once ordered, dispensed, or delivered.

Karen Barbalace Aesthetics, PLLC  reserves the right to recommend, modify, postpone, or decline any treatment based on medical necessity, patient safety, or provider judgment. If a scheduled treatment cannot be performed because it is determined to be medically inappropriate or unsafe, any applicable fees or credits will be handled at the sole discretion of Karen Barbalace Aesthetics, PLLC and in accordance with applicable law.

Individual results from aesthetic and wellness treatments vary and are not guaranteed. Dissatisfaction with treatment results does not entitle a patient to a refund. By purchasing services or products, patients acknowledge and accept these terms.

Gift Cards & Gift Certificates

Gift cards and gift certificates are valid only through the expiration date, if any, stated at the time of purchase or printed on the gift card or gift certificate, subject to applicable law.

Gift cards and gift certificates must be presented at the time of purchase or service redemption. They are redeemable only for products and services offered by Karen Barbalace Aesthetics, PLLC and may not be redeemed for cash, except where required by applicable law.

Gift cards and gift certificates are non-refundable, non-transferable, may not be resold, and may not be exchanged for cash or credit. They cannot be replaced if lost, stolen, altered, damaged, destroyed, or used without authorization.

Karen Barbalace Aesthetics, PLLC is not responsible for lost, stolen, misplaced, damaged, or unauthorized use of gift cards or gift certificates. The purchaser and bearer assume all responsibility for safeguarding the gift card or gift certificate.

Karen Barbalace Aesthetics, PLLC reserves the right to refuse, cancel, or invalidate any gift card or gift certificate that is obtained fraudulently, altered, duplicated, or used in violation of these policies. We also reserve the right to modify or discontinue our gift card program at any time, subject to applicable law.

Packages, Promotions & Discounts

All treatment packages, memberships, promotional offers, discounts, gift specials, rewards, referral incentives, and other promotional programs are subject to specific terms, conditions, eligibility requirements, and expiration dates, which may be modified or discontinued at any time without prior notice, except as required by applicable law.

Unless expressly stated otherwise in writing, packages, memberships, promotional pricing, discounts, coupons, gift specials, referral rewards, and other offers may not be combined with any other discount, promotion, package, membership benefit, financing incentive, or special offer.

Packages and promotional pricing apply only to the specific products and services identified at the time of purchase and have no cash value. They are non-refundable, non-transferable, may not be redeemed for cash, and may not be applied to previous purchases, gift card purchases, taxes, gratuities, or other excluded items unless expressly stated.

Karen Barbalace Aesthetics, PLLC reserves the right to determine eligibility for any promotion or discount, limit quantities, substitute promotional offers of equal or greater value when necessary, correct pricing or promotional errors, refuse redemption in cases of suspected fraud or misuse, and modify or discontinue any package, promotion, membership, or discount program at its sole discretion, subject to applicable law.

Retail Return Policy

Due to the nature of medical-grade skincare, wellness products, prescription items, and hygiene standards, all retail sales are final. Karen Barbalace Aesthetics, PLLC does not accept returns, refunds, or exchanges on retail products, including skincare, cosmetics, supplements, nutraceuticals, prescription medications, or other health-related products, except where required by applicable law.

If you experience a suspected allergic reaction or adverse event after using a product purchased from Karen Barbalace Aesthetics, PLLC, discontinue use immediately and contact our office. At our sole discretion, and after evaluation of the circumstances, we may offer an exchange or store credit for an unopened replacement product or another retail item. The issuance of any exchange or store credit is not guaranteed and shall not constitute a waiver of this policy.

Karen Barbalace Aesthetics, PLLC is not responsible for product misuse, improper storage, failure to follow product instructions, use in combination with other products or medications, or individual sensitivities or allergic reactions. Patients are responsible for informing their provider of any known allergies, sensitivities, or medical conditions prior to purchasing or using any product.

Products purchased through third-party retailers, manufacturers, or other vendors are subject to the return policies of those entities and are not eligible for return or exchange through Karen Barbalace Aesthetics, PLLC.

Privacy Policy

Karen Barbalace Aesthetics, PLLC is committed to protecting the privacy and confidentiality of your personal and protected health information ("PHI"). We maintain your medical and personal information in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA), applicable state and federal laws, and our Notice of Privacy Practices.

Your patient record may include, but is not limited to, your contact information, medical history, treatment records, photographs, laboratory results, insurance information (if applicable), and payment information. This information is used to provide treatment, process payments, conduct healthcare operations, communicate with you regarding your care, and as otherwise permitted or required by law.

We do not sell your personal information to third parties. We may disclose your information only as authorized by you, as permitted or required by applicable law, or as necessary to carry out treatment, payment, healthcare operations, or other lawful business activities.

By providing your telephone number, email address, or other contact information, you consent to receive appointment reminders, treatment follow-up communications, billing notifications, and other communications related to your care. With your consent where required by law, you may also receive marketing communications, promotions, newsletters, and special offers. You may opt out of promotional communications at any time; however, opting out will not affect communications necessary for your medical care, appointments, billing, or other administrative purposes.

For additional information regarding how your information is collected, used, disclosed, and protected, please refer to our Notice of Privacy Practices, which is available upon request.

Clinical Photography

Karen Barbalace Aesthetics, PLLC may require clinical photographs before, during, and/or after treatment as part of your medical record. These photographs are used to document your condition, treatment progress, treatment outcomes, and to assist in clinical evaluation, treatment planning, quality assurance, and continuity of care.

Clinical photographs become part of your confidential medical record and will be maintained in accordance with applicable federal and state privacy laws, including HIPAA, where applicable.

Your refusal to allow clinical photographs may limit our ability to accurately assess, document, or monitor your treatment and, in certain circumstances, may result in the postponement or refusal of treatment if adequate medical documentation cannot be obtained.

Karen Barbalace Aesthetics, PLLC will not use your clinical photographs for advertising, marketing, social media, educational purposes, or any other public or promotional use without your separate written authorization. Your decision to grant or decline such authorization will not affect your ability to receive treatment.

Pricing Disclaimer

All prices for products, services, treatments, memberships, packages, promotions, and fees are subject to change at any time without prior notice. Prices displayed on our website, social media platforms, advertisements, emails, printed materials, or other promotional communications are provided for informational purposes only and do not constitute a binding offer or guarantee of pricing.

Karen Barbalace Aesthetics, PLLC reserves the right to correct pricing errors, typographical errors, omissions, or inaccuracies at any time, including after an appointment has been scheduled or a service has been purchased. Quoted prices are valid only at the time they are provided unless otherwise stated in writing.

The price in effect on the date services are rendered or products are purchased will govern unless a written agreement expressly provides otherwise. Promotional pricing, discounts, and special offers are available only during the advertised promotional period and are subject to applicable terms and conditions.

Patients are encouraged to confirm current pricing with our office prior to scheduling services or purchasing products.

Medical Disclosure & Special Considerations

For your safety and to ensure appropriate medical care, you are responsible for providing complete, accurate, and current information regarding your health. Prior to each treatment, you must inform your provider of any medical conditions, allergies, pregnancy or breastfeeding status, medications (including prescription, over-the-counter, and injectable medications), supplements, recent illnesses or surgeries, cosmetic procedures, changes in your medical history, or any other information that may affect your treatment or healing.

Failure to disclose relevant medical information may increase the risk of complications and may affect treatment outcomes. Karen Barbalace Aesthetics, PLLC shall not be responsible for complications or adverse outcomes resulting from incomplete, inaccurate, or omitted medical information provided by the patient.

Karen Barbalace Aesthetics, PLLC and its providers reserve the right, in their sole professional judgment, to postpone, modify, limit, or refuse any treatment or procedure that is determined to be medically inappropriate, contraindicated, unsafe, or not in the patient's best interest. The recommendation of an alternative treatment or postponement of care shall not constitute a breach of any agreement or create an obligation to provide the originally requested treatment.

Patients remain financially responsible for any consultations, evaluations, laboratory testing, medications, or other services provided prior to the postponement, modification, or cancellation of treatment, as permitted by applicable law.

Children & Minors

For the safety, privacy, and comfort of all patients, children are not permitted in treatment rooms or clinical areas unless they are the scheduled patient receiving treatment. Minors receiving services must be accompanied by a parent, legal guardian, or other authorized adult as required by applicable law and office policy.

Patients are asked not to bring children to appointments unless another responsible adult, who is not receiving services, is present to supervise them at all times. Karen Barbalace Aesthetics, PLLC is not equipped to provide childcare or supervision of minors.

Our facility contains medical equipment, lasers, sharp instruments, medications, chemicals, and other items that may present a safety hazard to children. To help maintain a safe, professional, and relaxing environment, Karen Barbalace Aesthetics, PLLC reserves the right to reschedule or cancel an appointment if a patient arrives with an unsupervised child or if a child disrupts patient care or creates a safety concern. Applicable cancellation or rescheduling fees may apply in accordance with our Cancellation Policy.

Karen Barbalace Aesthetics, PLLC assumes no responsibility or liability for the supervision, care, safety, or injury of any child accompanying a patient while on the premises.

Please note that all no shows/late cancellations will be charged a $50 fee.

Coming Soon: Norman CPR

A BLS and CPR Certification Center

Karen and Giuseppe (Joe) Barbalace created Norman CPR in August 2025 to teach lifesaving skills to community members, police officers, fire fighters, healthcare professionals, daycare providers, and more to the Norman community and surrounding areas. 

Our CPR and BLS classes provide comprehensive, hands-on training designed to equip you with the skills and confidence needed to respond effectively in emergency situations. Whether you’re seeking certification for work or personal preparedness, our courses are led by experienced, certified instructors who prioritize clarity, accuracy, and real-world application.

You’ll learn the latest techniques in CPR, including chest compressions, rescue breaths, and AED usage, all taught in accordance with current guidelines and best practices.

Classes are structured, informative, and accessible to all experience levels.

Be the reason someone gets another heartbeat.

Enroll today and be prepared to act when it matters most. Classes will be scheduling soon!

Norman CPR

Coming This October