CANCELLATIONS AND MISSED APPOINTMENTS
The client is expected to attend each scheduled session on time. A cancelled or delayed appointment delays our work and can negatively impact other clients. Since your appointments involve the reservation of time specifically for you, and out of respect for your therapist and our other clients, a minimum of 24 hours’ notice is required for rescheduling or canceling an appointment. We appreciate more than 24-hour notice when possible, as we can then make that time available to other clients. Therefore, if you should know before the required 24-hour notice that you will not be able to attend our session, PLEASE call the office or send an email to our HelpDesk at firstname.lastname@example.org so that we have time to fill your slot and can put another client in your space that may need it. The more time, the better for the therapist and other clients who are in need. You can ALWAYS self-cancel through the portal as long as it is 24 hours in advance.
A late cancel or no-show appointment hurts at least three people: you, your therapist, and another client who could have potentially utilized your time slot. Therapy sessions are scheduled in advance and are a time reserved exclusively for our clients. When a session is cancelled without adequate notice, we are unable to fill this time slot by offering it to another current client, a client on the wait list, or a client with a clinical emergency.
WHEN THE NO SHOW/LATE CANCEL FEE IS WAIVED
The only exception to this cancellation policy is in the event of a serious or contagious illness or emergency. We offer one grace for these purposes every six months. Some examples of emergencies are car accidents, deaths in the family or extreme illness. Work issues do not constitute emergencies. This cancellation policy also applies even if missing the appointment was an unintentional act. In the event of prohibitive weather, we can conduct the session virtually (individual counseling). If both parties in a couple cannot attend, consider having one come alone instead of cancelling altogether and wasting the slot.
FEES FOR NO-SHOWS & LATE CANCELLATIONS
No-Show Fees: Anytime you fail to attend a scheduled appointment without giving appropriate prior notice of cancellation, you will be charged your scheduled session rate for the no show session. The credit card information or other payment information you previously provided will be used to process this payment. By providing us with your credit card information or booking an appointment, you consent to this policy. Multiple no-shows will result in the termination of therapy.
Late Cancellation Fees: Any session that is missed by canceling less than 24 hours in advance will be charged the scheduled session fee. You will be charged even if the cancellation is work related and even if you rescheduled the appointment. The credit card information you previously provided will be used to process this payment. By providing us with your credit card information or booking an appointment, you consent to this policy.
HOW 24-HOUR NOTICE WORKS
Your scheduled fee will be charged when you miss or cancel an appointment without giving 24 hours advanced notice. This means that if an appointment is scheduled for 3:00 pm on a Tuesday, notice must be given by 3:00 pm on Monday at the absolute latest. Note that if your appointment is on a Monday, the cancellation needs to be provided no later than the prior Friday, by your appointment time, to be considered proper 24-hour notice. You can cancel your appointment directly through the portal, by calling the office, or emailing the help desk at email@example.com
WAIT TIME/GRACE PERIOD
Your wait time is kept to a minimum. Due to the length of time provided for each appointment, it is critical that you arrive on time for your appointments. If you are more than 15 minutes late to your appointment, we will have no choice but to reschedule your appointment and you will be responsible for the scheduled session fee. To avoid paying no show fees, we require at least twenty-four (24) hours’ notice for all cancellations (as described above). Both therapist and client have a grace period of 15 minutes.
We value you as a client and hope to help you with your future endeavors; however, we can only accomplish this with your understanding of your obligations set forth in this policy and consistency with treatment. Thank you for your understanding. Your therapist looks forward to beginning this therapeutic journey alongside you!