Becoming a Patient Patient Guide

Welcome to Richmond Integrative & Functional Medicine!

Please read the following page carefully. It will serve as a guide to help us make your consultation and care here as efficient and productive as possible. It will also guide you through the necessary preparation prior to your initial evaluation. We value your time and the following will help to maximize your time here in our office.

Healthcare Is Confusing Educate Yourself with these Valuable Resources

The goals of Integrative Medicine and Functional Medicine differ from those of conventional medicine in a number of important ways. As a result, it's crucial to understand the unique goals and methods behind our approach to care at Richmond Integrative & Functional Medicine. Please read the articles below so that you are prepared for your visit.


Functional Medicine Overview


Holistic Medicine: A Better Standard of Care

Conventional medicine has its place, but sometimes integrative or functional medicine might be a better fit. The key is to know when to use which tool.

Gain More Clarity Read about our Services Below to Understand How We Help

It’s hard to define all that Functional Medicine and Integrative Medicine encompass. Below are a few of the services that are offered at Richmond Integrative & Functional Medicine.

Comprehensive Systems Biology & Functional Medicine Intake Exam

A Functional Matrix evaluation will be included in your initial examination, which will last ~90 minutes. This includes an assessment of environmental factors on genetic expression, nutritional influences on genetic expression (nutrigenetics), nutritional influences on metabolic processes (nutrigenomics), metabolic derangements resulting in system failures (metabolomics), transgenerational influences on gene expression, psychological and mind-body impacts on systems biology functions and genetics as well as, if applicable, a personalized genetic evaluation. A treatment plan will be developed for you, which includes a customized nutraceutical, dietary, and if necessary an evidence-based herbal therapy based on your needs. These will all be in accordance with the American Board of Integrative and Holistic Medicine, The American Board of Physician Specialties, and The Institute for Functional Medicine.

Biometric Screening

This is performed during the initial intake of every patient and include but is not limited to Body Impedance Analysis, Biomarker Analysis and interpretation, peripheral circulatory evaluations utilizing vascular reactivity analysis and functional nutritional evaluations.

Advanced Testing

Metabolic and Organic Acid Analysis, Genetic, Toxicological and Functional Medicine Testing and lab analysis; as appropriate. This testing interpretation requires advanced medical training and at times lab interpretation can involve specialty consultations with other subspecialists in the field. These costs* including time and resources are included in the program.

*The lab testing costs themselves will be negotiated by your insurance provider and RIFM cannot act as your representative in this process. Please review the details on this page under "Does my insurance pay for labs?" for further information.

Extended Appointments

After being accepted into RIFM, your first intake appointment will be ~90 minutes long. All subsequent appointments will be scheduled for at least 30 minutes.

Physical Exam & Advanced Laboratory Testing

Your RIFM physician will provide an advanced biological systems analysis. This will include, but not be limited to, the application of the Functional Medicine Matrix, functional nutritional biomarkers, and other appropriate functional testing evaluations.

Due to the intensive and time-consuming nature of Functional & Integrative Medicine, RIFM agrees to limit the size of its panel for Integrative and Functional Medicine to no more than 350 patients per designated medical provider.

Patient Enrollment Become a Member to Gain Access to our Services

At RIFM, we offer access to Functional and Integrative Medicine services through a membership program. Unfortunately, neither of these services are currently covered by most insurance plans or Medicare. We have chosen a membership model as the best way to provide access to these services. A full description of our reasoning for our policy can be found here. Your insurance will provide for the standard labs, X-rays, CT scans, standard evaluation and management procedures (typical office visits), etc, that will be provided in addition to your comprehensive evaluation and treatment plan. The fee structure for the available memberships are as follows:

Individual Membership

$4837 for the Initial Term, which includes:

  1. A non-refundable initial membership induction fee of $2670. The initial $1335 shall be paid upon execution of this Agreement and the remaining $1335 of the induction fee shall be due and payable at Member’s initial consultation
  2. A fee of $197.00 per month for the remainder of the Term. The first monthly fee shall be paid after Member’s initial consultation and then no later than the 10th of the month for the remainder of the Term.

Couples & Families

Couples will get a 10% discount on the individual rate when joining. Children up to age 18 can be added on at a 10% discount from the individual rate.

Following the initial term of the intake fee and 11 payments, membership may be canceled at any time with written notice. The membership will be canceled on the following monthly cycle. Otherwise, the membership contract will renew on a monthly basis unless terminated by either party.

There are numerous ways to apply the concepts of Functional & Integrative Medicine to an individual patient. Below is a summary of how we typically approach a patient. Every individual will be different but the basic approach is consistent.

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The first step in our process is to fill out an application to join our patient membership. If approved, you will provide your basic contact information, insurance information, and payment information. You will pay an initial deposit (amounting to 50% of the intake fee). All patients sign up using the same process. Actual charges will depend upon your specific membership plan or requested services.

Click here for an explanation for our membership policy.



2.1 Medical History

All new patients will receive an email about Biocanic — our digital intake application — containing a personalized link to your initial "paperwork." Click the link and choose a personal password (at least 8 characters in length). Click “Update Password” and begin entering all patient demographic information. After submitting your demographic information, you’ll be taken to the dashboard, which lists the forms you will need to complete before your appointment.

We will review your intake documents to get a general feel for potential issues and areas for special concentration.

2.2 Scheduling

Once you have registered, we will request that you fill out all of your medical history forms through Biocanic. We will need all this information prior to your initial visit. Your appointment will be scheduled at least two weeks out in order to give you time to fill these out and for us to adequately review your history prior to your consultation.

In order to schedule your initial visit we will need to collect a deposit of $985 to secure the appointment time. This will be credited toward the induction fee.

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Initial Visit

3.1 Administrative Paperwork

When you arrive for your visit you will need to fill out the usual and customary administrative paperwork for our practice. This will take around 30 minutes to complete. Please arrive at least 30 minute prior to your appointment to allow time for this and not distract from your medical appointment time.

At the time of your appointment, you will be brought back by one of our nurses to review your admin paperwork and collect the remainder of your membership induction fee. Please be sure to bring all your old medical records with you as well as old lab testing.

3.2 Vitals & Initial Testing

You will then have your vital signs taken as well as advanced biometric testing, vascular testing, body impedance testing and a body composition analysis prior to seeing the doctor. This testing is not covered by insurance but is included as part of your membership benefits.

3.3 Medical Review

You will have an extended visit with Dr. Hartman during which time he will review all the above information and evaluate you based on the Functional Medicine Matrix. This is used in combination with your Functional Time Line to begin unraveling the many layers involved with your biological systems.

Based on your evaluation, additional validated forms and intake questionnaires may be utilized to help us in our discovery process.

3.5 Labs & Testing

You will have a panel of labs, procedures and testing done that will be billed under your insurance. These are standard procedures and covered by your insurance plan. Depending on your personal evaluation you may have multiple advance laboratory panels performed as well. These tests may take up to a month to return due to their specialized nature. Your total time in the clinic may be up to three hours depending on your health situation.

3.5 Labs & Testing

At this point your story is retold through the lens of the Functional Medicine Matrix. This will include an individual treatment plan as well as lab testing to discover further areas of system imbalance.



More complex patients will require close follow-up and reevaluations based on your response to therapy and results of testing. This could be monthly, bimonthly or trimonthly depending on your health condition.

Once your initial testing has returned, you will first receive an email with results and then a follow-up phone call or office visit to review them. After this, your follow-up will depend on your individualized care plan.

Chronic disease does not crop up overnight. It takes years to develop and requires time to address. Our program recognizes this and provides time to work on it. Some patients will see significant progress in 3–6 months; more complex cases may take over a year to return to a state of optimal health and performance. Our membership model addresses this reality in a way that makes you a member of your own health care team committed to your health and wellness.

You may at any time choose to make Dr. Hartman your primary care doctor or you may continue with your PCP and only use your membership services to continue your access to Integrative & Functional Medicine services. Your wellness program will be changing as your health status changes. Please be patient with us as we work together with you in your personalized wellness and health program.

Find out more about our online Functional Medicine community.

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