Understanding Our Cancellation Policy: A Commitment to Your Care and Well-being
We understand that committing to therapy is a significant step, and we deeply value the trust you place in us. As you begin or continue your journey with our practice, you might come across our cancellation policy and wonder why it’s in place.
That’s a completely fair question! We want to be fully transparent, so let’s talk about why this policy is actually a critical part of how we ensure the best possible care for you and every member of our community.
Why We Have a Cancellation Policy
Our policy isn’t a penalty; it’s a professional standard designed to support the consistency, quality, and accessibility of the therapeutic care we provide.
1. It’s About Dedicated Clinical Time
When you book a session with your therapist, that therapy hour (usually 50-53 minutes leaving those last few minutes for notes and documentation) is reserved and dedicated entirely to you. Your therapist prepares for your session, whether it’s reviewing notes, consulting resources, or planning your treatment goals.
Consistency is Key: The most powerful factor in successful therapy is consistency. A firm cancellation policy encourages us all to prioritize our scheduled sessions, leading to better therapeutic outcomes over time.
A Protected Space: That time is your protected, confidential, and prepared space. When a session is canceled with little notice (typically less than 24 or 48 hours), your therapist can’t ethically fill that vacancy with a last-minute new client, as they haven't gone through the proper intake and preparation process.
2. Respecting Our Commitment to Our Practice
As professionals, our time is our inventory. The cancellation policy helps us maintain a sustainable practice so we can continue to be here, focused and present, for all our clients. We are often honored to have a waiting list of individuals and families who are actively seeking therapeutic care and waiting for an opening. Our capacity—the number of hours we can offer in a week—is finite.
Livelihood: Like any small practice, we rely on scheduled appointments to cover overhead costs (HIPPA-Compliant client management software, utilities, malpractice insurance, clinical supervision, trainings to stay up to date with the most recent evidenced based clinical procedures etc.) and to earn our living. When a slot goes unfilled, it directly impacts the ability of our practice to operate smoothly.
Availability for Others: We often have a waiting list of individuals eager to start therapy. When a cancellation is made with adequate notice, it allows us to offer that coveted spot to someone else who is ready and needing care right away.
When a Notice is Too Late: When a session is canceled with insufficient notice (e.g., within 24 hours), that time slot often goes unused. It is too late for us to reach out, conduct an intake, and properly prepare for a new client to take that spot.
The Ripple Effect on Wait Times: Every unused appointment means that our overall availability is reduced for that week. This ripple effect contributes to longer wait times for those who are desperately trying to get started with a therapist.
Someone Else Wanted That Spot: Because this spot was reserved by you, it took out the capacity for someone else to book that spot.
By providing adequate notice when you need to cancel, you are doing more than just informing us—you are actively participating in the care of our community. You are freeing up a valuable, dedicated hour of clinical time that we can then offer to someone on our waiting list who needs support right now.
Ultimately, upholding our cancellation policy allows us to maximize our availability and keep therapy accessible for everyone who walks through our doors.
We Understand Life Happens
We recognize that life is unpredictable. Illnesses, family emergencies, and unexpected events happen to everyone. That is why we have a 15 minute grace policy at each session start time and waive the cancellation fee with proper documentation of stated emergency.
If a late cancellation or accidental no-show does occur, and you and your therapist are able to reschedule within the SAME WEEK (dependent on the ability to find an open time slot that someone else has not already booked), then we have no reason not to waive the cancellation fee in order to provide care!
We ask that you communicate with us as soon as possible if you need to reschedule. Our goal is to work with you and treat you with respect and empathy. By honoring the policy, you are also showing respect for the time and commitment of your therapist, as well as helping to ensure that therapy remains accessible for everyone in our community.
Thank you for understanding and for being a valued part of our practice. Your commitment to our policies supports our commitment to your well-being.
