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Policies and Procedures


The RENEW Program has been launched by Sarasota Memorial Health Care System (“SMHCS”) as an opportunity for SMHCS employees, SMHCS employees’ family members, and Sarasota community members to meet and share health, wellness, and nutritional information. Participation is completely voluntary and, if an SMHCS employee, is unrelated to employment.

1. Payment Policy

The RENEW Program requires a complete payment prior to services rendered in order to hold your spot in the program. Payment must be completed before Week 1 of the program begins.

Fees charged are a reflection of the individualized and thoughtful care that each participant receives through the RENEW Program so they may achieve the most optimal outcomes. Once the program has started, refunds will not be provided.


2. Participation and Expectations

You will meet with your Wellness Coach on a weekly basis for 30 minutes in a small group coaching setting with at least 1 other program participant. Format will be Zoom video conferencing. If you would like to meet via phone, email, or text it must be arranged ahead of time.

Between visits with your Coach, you agree to participate in workbook exercises and weekly group classes and activities (in-person or via Zoom video conferencing). You will be prepared and ready to participate fully in the online group classes and activities and understand that there will be a 10-minute window that you can join classes already in session to avoid disruptions. You agree to dedicate approximately 3 hours of work to this program per week.  

You will also be asked to complete assessments recording your current exercise and sleep practices, quality of life, social support, stress levels and your typical daily food intake.

You agree to share your weight, blood pressure, heart rate, and step activity with the RENEW team for the duration of the 6-week program. This information is used by the Wellness Coach and participant in the coaching process to assist the participant in reaching their health and wellness goals.

You will be asked to follow the RENEW Program guidelines consistently during your enrollment. To maintain the momentum provided by group participation, you agree to participate in at least 80% of all RENEW Program activities and content.

You further understand that if you do not fully adhere to the RENEW Program guidelines (100% adherence to dietary, stress management, exercise, and group support recommendations) you cannot expect these potential health benefits.

3. Appointment Scheduling

Your 30-minute coaching appointment time slot is determined at the start of the program and will remain consistent each week, unless otherwise arranged with your Wellness Coach.

If you are unable to keep your appointment, the RENEW Program requires at least 24 hours’ notice. You may request to change your appointment by contacting your Wellness Coach, but another time slot that week is not guaranteed. If you are less than 10 minutes late, the appointment will occur but will still end at the scheduled time. Any late arrival greater than 10 minutes is considered a no show.


After 2 no shows without prior contact, the RENEW Program reserves the right to disenroll any participant from the remainder of the program. Please note this is not a cause for refund.


4. Confidentiality

Each participant will be invited to attend meetings (in-person and via Zoom web-conferencing) with other participants.  Sharing information at these meetings is completely voluntary and is for the benefit of the participants. It is important that what is discussed within group sessions be kept in complete confidence, and all group participants are asked to comply with this confidentiality of other participants in the RENEW Program. 

SMHCS will comply with all applicable laws and professional standards concerning the privacy and confidentiality of personal health information collected with respect to program participation.  SMHCS will not sell or otherwise use any information shared with the Program except for RENEW Program purposes and as more fully described in SMHCS’s “Notice of Privacy” practices, which can be located on

By participating in the RENEW Program, including its group classes and activities,  you acknowledge that your identity and the content shared in the Program will not be shared beyond the Program team members and group, except where disclosure is required or permitted by law, or as permitted by this Consent. Any recordings or pictures of any participants or any group activities is not permitted. 

Even with SMHCS’s best efforts, please be aware that online communications can be intercepted in transmission or misdirected and could be accessed by a third party, and SMHCS cannot guarantee the privacy or confidentiality of such online communications. By accepting these terms, you agree to participate in these online group classes and activities, and you understand that such information may be subject to re-disclosure through no fault of SMHCS.


5. Program Materials

Participants are strictly prohibited from any unauthorized use of RENEW Program materials. SMHCS reserves all rights to the RENEW Program materials and its contents.


6. Additional Limitations

The purpose of the RENEW programming is to improve the overall health, vitality, and well-being of the participant through informational and educational purposes only. It is not intended as a substitute for professional medical advice, care, diagnosis or treatment.

While people generally experience greater health and wellness as a result of embracing a healthier attitude, lifestyle, and diet, the RENEW Program does not promise or guarantee protection from future illness.

To reduce and avoid injury, please check with your physician or health care provider before beginning any fitness or wellness program.  Do not start a fitness or wellness program if your physician or healthcare provider advises against it. You are participating in the RENEW Program at your own risk. SMHCS will not be responsible or liable for any injury or harm sustained in connection with your participation in the RENEW Program or use of RENEW Program materials. 

When you participate in the RENEW Program, the Program may use a mobile application (“App”), and your information may be collected by third parties we use to support the Program.  These third parties may have their own privacy policies, which we encourage you to read before providing information on or through the App. If you do not agree with the policies and practices, do not download, register with, or use the App.  Information collected in the App will be used and shared with the App’s company and the RENEW Program for Program purposes and to conduct research.

7. Consent

You have read this Participant Responsibilities form in its entirety, and you understand your responsibility in the RENEW Program in which you will be engaged. You accept the risks, rules, and guidelines set forth. You have the right to decline to participate or to withdraw your consent at any point. By submitting this form, you agree to comply with its terms.

If you have any questions, please contact us.

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