Scheduling, Reservation & Cancellation Policy
Thank you for choosing our practice for your psychiatric care. To ensure appointment availability and provide the highest level of service to all patients, we maintain the following scheduling, reservation, cancellation, and no-show policies.
The following polices are in effect as of June 20, 2026
New Patient Appointment Reservations
To reserve a new patient appointment, we require:
Once we collect your basic information and identify an appointment time that works for you, we will send an Appointment Reservation Agreement for electronic signature outlining our scheduling, cancellation, and no-show policies.
Your appointment time will be temporarily held while the required forms are completed. If we do not receive the signed agreement within 48 hours, the appointment time may be released and made available to other patients.
After all required forms have been completed; your appointment will be confirmed. You will then receive a separate email containing your New Patient Packet, including demographic forms, insurance information, HIPAA acknowledgment, and practice policies.
New Patient Appointment Reservation Fee
A $25 non-refundable Appointment Reservation Fee is required to schedule all new patient appointments.
This fee helps cover the administrative work involved in coordinating, scheduling, and reserving a dedicated appointment time for your intake evaluation.
The Appointment Reservation Fee is charged at the time of scheduling and is non-refundable under all circumstances. Because appointment times are held specifically for individual patients and administrative resources are committed once scheduling is completed, the fee will not be refunded if:
Payment of the Appointment Reservation Fee does not apply toward copayments, coinsurance, deductibles, late cancellation fees, no-show fees, or any other charges associated with services rendered.
Credit Card on File
A valid credit or debit card must be maintained on file to reserve your appointment.
By scheduling an appointment, you authorize the practice to securely maintain your card information and charge your card for:
Charges will only be applied in accordance with the policies you have acknowledged and agreed to.
Cancellation & Rescheduling Policy
We require a minimum of 48 business hours' notice to cancel or reschedule an appointment.
Business hours are: Monday through Friday, 9:30 AM to 4:00 PM
Weekends and recognized holidays are not considered business hours.
Cancellation requests are considered received only during regular business hours. Messages left after business hours, on weekends, or on holidays will be considered received on the next business day.
For example, if your appointment is scheduled for Monday, a cancellation request submitted on Saturday, Sunday, or a holiday will be considered received on the next business day and may not satisfy the required 48 business hours' notice.
Patients are responsible for allowing sufficient notice when canceling or rescheduling appointments.
Late Cancellation Fee
We require a minimum of 48 business hours' notice to cancel or reschedule any appointment.
Appointments canceled or rescheduled with less than 48 business hours' notice will be subject to the following Late Cancellation Fees:
This includes cancellation requests submitted after business hours, on weekends, or on holidays when the required 48 business hours' notice cannot be met.
The Late Cancellation Fee is separate from and in addition to the $25 non-refundable Appointment Reservation Fee for new patient appointments.
No-Show Policy
Patients who fail to attend a scheduled appointment without providing notice will be subject to the following No-Show Fees:
A no-show occurs when a patient does not attend a scheduled appointment and has not provided the required advance notice.
No-Show Fees are separate from and in addition to the $25 non-refundable Appointment Reservation Fee for new patient appointments.
As a courtesy, our office may provide appointment reminders by phone, text message, or emai. However, appointment reminders are not guaranteed.
It is the patient's responsibility to know, remember, and attend all scheduled appointments, regardless of whether a reminder is received.
Failure to receive, review, respond to, or acknowledge an appointment reminder does not waive the patient's responsibility to attend the appointment or exempt the patient from applicable late cancellation or no-show fees.
Repeated Missed Appointments
Repeated late cancellations, rescheduled appointments, or no-shows may result in scheduling restrictions.
The practice reserves the right to:
Exceptions
We understand that emergencies and unforeseen circumstances can occur.
Requests for exceptions to this policy will be reviewed on a case-by-case basis. Any exception is granted solely at the discretion of the practice and is not guaranteed.
Frequently Asked Questions
Why do you require a $25 Appointment Reservation Fee?
The reservation fee helps cover the administrative work involved in coordinating, scheduling, and reserving a dedicated appointment time for your intake evaluation.
Why is the Appointment Reservation Fee non-refundable?
Once an appointment is scheduled, that appointment time is held specifically for you, and administrative resources are committed to reserving and preparing for your visit. For this reason, the fee is non-refundable regardless of whether the appointment is attended, canceled, rescheduled, or missed.
Other offices do not charge a reservation fee. Why do you?
Scheduling policies vary among practices. Our reservation fee helps us manage limited new patient availability and keep appointment times available for patients actively seeking care.
Can I avoid a Late Cancellation Fee by leaving a voicemail on the weekend?
Not necessarily. Cancellation requests are considered received only during normal business hours. Messages left after hours, on weekends, or on holidays are considered received on the next business day and may not satisfy the required 48 business hours' notice.
Acknowledgment
By scheduling an appointment with our practice, you acknowledge that you have read, understand, and agree to these Scheduling, Reservation, Cancellation, and No-Show Policies, including the requirement to maintain a valid credit card on file and the non-refundable nature of the $25 Appointment Reservation Fee.
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