Appointments are scheduled in advance and reserved exclusively for you. Each session represents dedicated clinical time, preparation, documentation, and availability that cannot typically be reassigned at short notice. Consistent attendance supports therapeutic progress and ensures equitable access for all clients seeking care.

Notice Requirement

Clients may cancel or reschedule an appointment without charge by providing at least 24 hours’ notice prior to the scheduled session time.

Cancellations made with less than 24 hours’ notice, or missed appointments without prior notice, will result in a charge of the full session fee on file, regardless of insurance status.

Example: If your appointment is scheduled for Tuesday at 3:00 PM, notice must be received no later than Monday at 3:00 PM.

For clients using insurance: missed appointment fees are not reimbursable by insurance carriers and remain the sole financial responsibility of the client.

For private pay clients: the full session fee will be charged to the payment method on file.

Payment for missed or late-cancelled sessions must be resolved prior to scheduling future appointments.

Late Arrival

If you anticipate arriving late, you are expected to call the office as soon as possible.

If you experience changes in your schedule or unforeseen events, you are encouraged to reschedule to another available appointment time in advance.

If you arrive more than 15 minutes late, the appointment may need to be cancelled. A comprehensive psychiatric evaluation or follow-up cannot be completed safely in a significantly shortened timeframe, and prescriptions cannot be issued without a completed clinical assessment and plan.

If alternative appointment times are available that same day, you may be offered another time. If no same-day availability exists, the appointment will be rescheduled to the next available opening.

Repeated late arrivals may result in the full session fee being charged. Insurance carriers do not reimburse for missed or shortened appointments, and any applicable fees remain the client’s responsibility.

If lateness becomes a recurring issue, appointment times may be reassessed to identify a schedule that better supports consistent attendance and continuity of care.

Illness, Emergencies & Clinical Considerations

Emergencies may be considered on a case-by-case basis. Examples include:

Medical hospitalization
Serious injury or accident
Death in the immediate family
Severe acute illness

Routine work conflicts, scheduling oversights, travel, or non-urgent matters do not constitute emergencies.

Because this practice serves individuals who may experience health changes or hospitalization, the provider will make up to three outreach attempts by phone in the event of an unexplained absence. If there is no response, written correspondence may be sent to ensure client safety and continuity of care.

Clients are encouraged to:

Maintain updated emergency contact information
Inform a trusted person of their treatment provider when appropriate
Notify the practice promptly if hospitalization or serious illness occurs

Attendance Expectations

Regular attendance is essential for effective treatment.

Weekly clients who miss three scheduled appointments within a two-month period may have their standing appointment time released or may be referred to another provider.
Bi-weekly clients who miss two scheduled appointments within a three-month period may have their standing appointment time released or may be referred to another provider.

Repeated late cancellations, no-shows, or chronic lateness may result in the inability to maintain recurring appointment times.

Appointment Reminders

Appointment reminders via text or email may be provided as a courtesy if consent is given. Failure to receive a reminder does not waive this policy. Clients remain responsible for tracking and attending all scheduled appointments.

Policy Intent

This policy is not punitive. It exists to maintain clinical integrity, ensure comprehensive and safe psychiatric care, protect professional time, and provide fair access to treatment for all clients. Consistency and accountability support effective outcomes and continuity of care.