Our Appointment Reservation Fees

Our Appointment Reservation Fees

As an appointment only office, we reserve time to serve our clients and patients at specific times and on specific days.

Many people ask for the same appointment times. This results in waitlists for our providers.

Please be aware that someone wants to be seen for the same service and is waiting for the opportunity.

We understand that sometimes life does not allow for us to make appointments. We can relate because we miss our own appointments at times due to sickness, vacation, and unforeseen life circumstances.

For counseling, we have 3 policies regarding appointment attendance.

For medical care, massage therapy and therapeutic yoga, we have 2 policies regarding appointment attendance.

 

These policies are enforced to ensure that the most amount of people can receive the best quality care from our providers at any given time.

 

The most basic policy that applies to all three departments is the LATE CANCELLATION POLICY.

Late cancellations are considered to be any notice of cancellation with less than 24 hours. This also includes No Shows.

The fee for all therapy services for Late Cancellations is $30.

The fee for Late Cancellations for medical appointments is $15.

When we have more than 24 hours notice, we have the opportunity to offer the appointment time to someone else who may need it.

 

The second policy that pertains to all three departments is the LATE ARRIVAL POLICY.

Late arrivals to appointments means that your session will be shortened so that the provider is not late for appointments following yours.

For self-pay therapy services, the entire session fee will be applied.

For those that are using insurance for counseling, a $30 fee for late arrival will be applied when you are more than 7 minutes late. If you are more than 20 minutes late, a $50 fee will be applied to your account.

 

The final policy that pertains ONLY to the counseling department is the RHYTHMIC ATTENDANCE POLICY.

In order to ensure that each client on a counselor’s case load has the opportunity to be seen weekly or biweekly, you are asked to commit to coming to therapy on specific day and time. Research shows that weekly and biweekly appointments result in the best outcomes for clients.

If you miss 1 session for any reason –even with advance notice, you will receive a reminder about the attendance policy. You will need to attend the next 7 sessions for this policy to reset.

If a second missed appointment happens for any reason, you can 1) pay a $30 reservation fee to keep this day and time, 2) choose a new day and time to commit to IF there is an opening, or 3) be added to the waitlist.

Upon the 2nd cancellation, you will receive a message asking for you to make a choice. You will have 72 hours to respond to this. A reminder text will be sent 48 hours out. A phone call with be made 24 hours out. If we receive no response after 3 attempts to contact you about your decision, you will be automatically added to the waitlist for that provider.

EAP clients please note: according to our contracts, we cannot charge a reservation fee to you, so upon the 2nd cancellation, you will be removed from the calendar and added to the waitlist.

Please note: If you cancel your normally scheduled appointment and reschedule for a different time other than your protected time slot, it still counts toward the attendance policy. The attendance policy is intended for your protected time slot.

 

Example Scenarios for Counseling Clients:

1. Late cancelled, 1st missed appointment: $30 fee charged to the card on file. Missed appointment recorded on file–attendance resets as long as the next 7 sessions are attended.

2. Cancelled more than 24 hours out, 1st missed appointment: No fee charged. Missed appointment recorded on file–attendance resets as long as the next 7 sessions are attended.

3. Late cancelled, 2nd missed appointment (Client decides to keep appointment time and day): $30 + $30 = $60 in fees for late cancel and for keeping the appointment

4. Late cancelled, 2nd missed appointment (Client decides to change appointment time and day): $30 for the late cancel. Client offered open times or added to the waitlist

5. Cancelled more than 24 hours out, 2nd missed appointment (Client decides to keep appointment time and day): $30 for keeping the appointment

6. Cancelled more than 24 hours out, 2nd missed appointment (Client decides to change appointment time and day): $30 for the late cancel. Client offered open times or added to the waitlist