Returns, Cancellation & Refund Policy

Medical Testing Solutions, LLC
221 SW 1st Ave., #3210, Fort Lauderdale, FL 33301 · (754) 315-1078 · sales@medicaltestingsolutions.com

Effective date: September 15, 2026

This policy applies to all services and products sold by Medical Testing Solutions, LLC ("MTS," "we," "us") through our website, written proposals, quotes, invoices, and purchase orders. By accepting an MTS proposal, submitting a purchase order, or completing a purchase on our website, you ("Customer") agree to this policy. If a signed contract or accepted proposal contains different cancellation terms, those written terms control.

1. Why This Policy Exists

MTS requires payment in full before a project is scheduled. Most of our work is performed outside our home state, and once a project is paid and scheduled we immediately commit money and people to it: we book flights and hotels, reserve certified technicians and subcontractors, order parts and test gases, and turn away other work for those dates. Many of these commitments cannot be reversed or refunded to us. A cancellation, especially a late one, leaves MTS carrying real costs. This policy explains how those costs are handled so there are no surprises.

2. Service Projects (Inspections, Certifications, Verifications, Repairs, PM, and Field Service)

2.1 How to Cancel or Reschedule

All cancellations and reschedule requests must be made in writing by email to sales@medicaltestingsolutions.com. Notice is effective when received. Notice received after 5:00 p.m. Eastern Time, or on a weekend or federal holiday, is treated as received the next business day. Phone calls and voicemails do not count as notice.

The notice period is measured in calendar days before the scheduled start date of on-site work.

2.2 How Your Refund Is Calculated

If you cancel a paid service project, your refund equals:

Amount paid − Non-recoverable costs incurred (Section 2.4) − Scheduling reservation fee (Section 2.3) − Non-refundable processing fees (Section 5.3)

The total amount MTS retains will not exceed the total project price, except where the Customer requests a return trip after a site-access failure (Section 2.6).

2.3 Scheduling Reservation Fee

When a project is scheduled, MTS reserves certified personnel for those dates and declines other work. The reservation fee compensates MTS for crew time that generally cannot be rebooked on short notice. It is calculated as a percentage of the total project price:

2.4 Non-Recoverable Costs That May Be Deducted

MTS will deduct only costs actually incurred or committed for your project that we cannot cancel, refund, or reuse. An itemized statement with supporting receipts or vendor documentation is available on request. These costs may include the following.

Air and ground travel

• Non-refundable airfare, and airline change or cancellation fees
• Fare differences when a ticket is converted to an airline credit that cannot be used for another MTS job
• Checked baggage, oversize baggage, and test-equipment case fees
• Rental car charges, prepaid rental fees, and rental cancellation or no-show fees
• Mileage for company or personal vehicles already en route, at the current IRS standard mileage rate
• Fuel, tolls, and parking already incurred
• Rideshare, taxi, shuttle, and airport transfer charges
• Travel agency or online booking service fees

Lodging and subsistence

• Non-refundable or prepaid hotel stays
• Hotel cancellation penalties, first-night charges, and no-show fees
• Per diem, meals, and incidental expenses for any travel day already begun

Personnel and subcontractors

• Travel-time labor for technicians already in transit
• Subcontractor cancellation fees, minimum-call charges, and mobilization charges billed to MTS
• Rental or hiring of specialty labor (such as local installers, brazers, or escorts) booked for the project

Parts, materials, and test supplies

• Special-order, made-to-order, or custom-configured parts and equipment that the manufacturer will not accept for return
• Manufacturer or distributor restocking fees on returnable items (commonly 15% to 35% of the item cost)
• Freight to return items to the vendor, and any expedited or overnight shipping paid to meet your schedule
• Test gas cylinders purchased for the project, and cylinder rental, delivery, pickup, and demurrage charges
• Rental of analyzers, particulate or purity test equipment, or other instruments rented for your project
• Consumables opened or prepared for your project (filters, gaskets, calibration gases, fittings)
• Laboratory fees for samples already collected or sent for analysis

Pre-project and facility requirements

• Site surveys, drawing and document reviews, and scope assessments already performed
• Permit, plan review, or authority having jurisdiction fees already paid
• Facility credentialing, vendor-management registration, badging, background checks, drug screens, TB tests, vaccination documentation, and facility-specific safety orientation fees
• Costs to issue project-specific certificates of insurance, additional insured endorsements, waivers of subrogation, or bonds
• Report preparation and administrative work already performed for the project

Financial and transaction costs

• Credit card processing fees (see Section 5.3)
• Bank, wire transfer, and currency conversion fees charged to process your refund

2.5 Rescheduling

• With 15 or more calendar days' written notice: one reschedule is allowed at no charge. Any travel change fees or fare differences are billed at cost.
• With less than 15 calendar days' notice: the reschedule is treated as a cancellation under Section 2.3, except that MTS will apply the remaining balance as a credit toward the new date rather than issuing a refund.
• Rescheduled work must take place within 12 months of the original scheduled date. Unused credits expire after 12 months.
• A second reschedule request is treated as a cancellation.

2.6 Site Not Ready or Access Denied (Treated as a Same-Day Cancellation)

If MTS personnel arrive as scheduled and cannot perform the work for reasons outside MTS's control, the visit is treated as an on-site cancellation. Examples include:

• The facility, contractor, or installer is not ready (piping incomplete, labeling not done, systems not pressurized, zone valves or alarms not installed)
• The facility denies or delays access, or no escort, key, or authorized contact is available
• Required shutdowns, outages, or patient relocations are not approved or not arranged
• Source gas, electrical power, or required utilities are not available
• Required prior work (such as installer testing under NFPA 99) has not been completed or documented
• The work area is unsafe or occupied in a way that prevents testing

In these cases no refund is issued for that visit. A return trip will be quoted separately and billed at the project rate plus travel, with field labor at MTS's standard rate and applicable minimums.

2.7 Customer-Requested Stoppage After Work Begins

If work has started and the Customer stops the project, MTS will bill for work completed, all travel and non-recoverable costs, and any remaining reservation fee under the "on-site cancellation" row of Section 2.3. Partial reports or documentation will be provided only for testing actually completed.

2.8 Cancellations by MTS

If MTS cancels a scheduled project for reasons within its control, the Customer may choose either a full refund of the amount paid or rescheduling at no additional cost.

2.9 Weather, Travel Disruption, and Events Beyond Anyone's Control

If a project cannot proceed because of severe weather, natural disaster, airline cancellation, government order, facility emergency, public health emergency, or a similar event outside the control of both parties, the project will be rescheduled without a reservation fee. Where an airline or hotel issues a credit instead of a refund, MTS will apply that credit to the rescheduled trip, and the Customer will be responsible only for any fare difference or change fees. If the Customer chooses to cancel instead of reschedule, Section 2.4 costs will be deducted from the refund.

2.10 Government and Prime Contractor Work

For work performed under a federal, state, or local government contract, or as a subcontractor to a prime contractor, the termination and cancellation clauses of the governing contract or purchase order control. Where that contract is silent, this policy applies.

3. Mail-In Services (Flowmeter Repair, Calibration, and Bench Service)

• Mail-in service orders may be cancelled for a full refund, less processing fees, before the equipment arrives at MTS.
• Once equipment has been received and evaluated, the service fee is non-refundable.
• If the Customer declines repair after evaluation, return shipping and any evaluation or parts costs will be charged.
• Replacement parts installed during service are not returnable.
• MTS is not responsible for equipment left unclaimed more than 60 days after the Customer is notified that service is complete or declined.

4. Products and Equipment

4.1 Order Cancellations

• Before MTS places the order with the manufacturer or distributor: full refund, less processing fees.
• After the order is placed but before it ships: refund less any vendor cancellation fee, restocking fee, or charge passed through to MTS.
• After the order ships: cancellation is not available. The order is handled as a return under Section 4.2, if eligible.

4.2 Returns of Stock Items

Standard, catalog stock items may be returned when all of the following are met:

• The Customer requests a Return Merchandise Authorization (RMA) from sales@medicaltestingsolutions.com within 30 days of delivery. Returns shipped without an RMA will be refused.
• The item is unused, uninstalled, and in its original, undamaged, sealed packaging with all components, manuals, and labels.
• The Customer pays return shipping and insures the shipment.
• A restocking fee of 20% applies, or the manufacturer's restocking fee if higher.
• Refunds are issued after the item is received, inspected, and accepted by MTS and the manufacturer.

4.3 Non-Returnable Items

The following cannot be cancelled once ordered and cannot be returned:

• Special-order, made-to-order, custom-configured, or part-number-built items, including manifolds, source equipment, alarm panels, zone valve boxes, floor and ceiling pedestals, headwalls, and assemblies built to Customer specifications
• Items marked "non-returnable," "special order," or "drop-ship" at the time of quote or sale
• Regulators, flowmeters, hoses, outlets, adapters, and other patient-contact or gas-contact items that have been opened, installed, used, or exposed to gas service, for safety and infection-control reasons
• Compressed gas cylinders, gas contents, and hazardous materials
• Electrical components that have been installed or energized
• Vapor monitoring badges and other single-use or time-sensitive items
• Clearance, discontinued, or final-sale items
• Export orders once shipped; duties, taxes, brokerage, and international freight are non-refundable in all cases

4.4 Damaged, Defective, or Incorrect Shipments

• Inspect all shipments on arrival. Note any visible damage on the carrier's delivery receipt and report damage, shortages, or incorrect items to MTS within 48 hours of delivery, with photos of the item and packaging.
• If MTS shipped the wrong item, MTS will pay return shipping and send the correct item or issue a full refund.
• Items that fail under normal use are covered by the manufacturer's warranty. MTS will assist with warranty claims, but warranty service, repair, or replacement is determined by the manufacturer.

5. Refund Processing

5.1 Timing

Refunds are issued within 10 business days after MTS determines final non-recoverable costs, or after a returned item is received and accepted. Some vendor and travel charges take time to settle, and MTS will provide an estimated refund amount at the time of cancellation.

5.2 Method

Refunds are issued to the original payment method. Payments made by check, ACH, Zelle, or wire are refunded by ACH or check.

5.3 Processing Fees

Credit card processing fees (currently 3% of the amount charged) are paid to third parties at the time of payment and are non-refundable in all cancellation and return situations, except where MTS cancels the project under Section 2.8 or ships an incorrect item under Section 4.4.

5.4 Itemized Statement

Upon request, MTS will provide an itemized statement of all deductions, with supporting receipts or vendor documentation.

6. Payment Disputes

Customers agree to contact MTS first to resolve any billing or refund concern before filing a dispute or chargeback with a card issuer or bank. Acceptance of this policy is recorded when a Customer accepts a proposal, submits a purchase order, or completes checkout. MTS will provide this policy, the accepted proposal, and project records to the card issuer in response to any dispute.

7. Changes to This Policy

MTS may update this policy from time to time. The version in effect on the date your proposal was accepted or your order was placed applies to that project or order.

8. Questions

Contact sales@medicaltestingsolutions.com or call (754) 315-1078.