Late Cancel and No-Show Policy
Purpose
To ensure clarity and fairness around missed appointments, preserve timely access to care for all clients, support consistent therapeutic progress, and maintain sustainability of services.
Policy Statement
Clients are expected to attend all scheduled appointments or provide notice in accordance with this policy. Clear communication helps maintain therapeutic progress and allows other clients access to available appointments.
Notice Requirement
If a client is unable to attend their scheduled session, they must provide at least 24 hours’ notice for cancellations or rescheduling of appointments. missed sessions may result in a late-cancellation or no-show fee in accordance with the client’s chosen session rate.
Definitions
Late Cancellation: Any appointment canceled with less than 24 hours’ notice.
No-Show: A missed appointment where the client does not attend and provides no prior-notice
Fees
Late Cancellation: 75% of your session fee
No-Show: 100% of your session fee
Fees will be charged automatically through autopay and clients are responsible for ensuring payments are processed promptly. HSA/FSA cards may not be used for late-cancel or no-show fees.
Arrival Policy
Clients arriving more than 10 minutes late without prior notice may be considered a no-show unless otherwise discussed.
Patterns of Frequent Missed or Late Sessions
If a client has recurrent missed or late sessions, the practice may require pre-payment for future appointments, temporarily suspend scheduling, or, in rare discontinue services.
Any steps taken will be discussed with the client in a collaborative manner, with the goal of supporting consistent care and minimizing disruption to treatment.
Exceptions
Exceptions may be made for emergencies, illness, or other extraordinary circumstances at the therapist’s discretion.
Telehealth Considerations
Clients are expected to join Telehealth sessions on time from a private, secure location.
If a client joins late (more than 10 minutes after the scheduled start time) or from an inappropriate location (e.g., moving vehicle, public space) and the session is discontinued, the session will be counted as a no-show unless otherwise agreed upon in advance.
Policy Rationale
This policy ensures fairness to all clients, maintains continuity of care, and helps the practice manage scheduling effectively while respecting the time and needs of both clients and the therapist.
Thank you for helping us maintain a fair and supportive scheduling system. Your communication is valued and helps keep therapy consistent and effective.