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Cancellation Policy

Hartfield Wellness Therapy 

You will benefit most from therapy when you attend every week. There are many different styles of therapy that may be effective, and it is important that you find the right fit for you. I offer depth work which is most effective with regular sessions. Therefore, I require a commitment from clients to attend weekly therapy.

I understand that our schedules change, and there may be times you simply cannot make it in for your session. You may cancel up to 4 sessions per calendar year without paying the session fee as long as you provide 5 Days' notice. If you cancel any sessions beyond those 4 for any reason, you will be responsible for the cancellation fee. I ask that you give me as much advance notice as possible when cancelling a session. Late cancellations are sessions cancelled less than 5 days before the scheduled session time. You will be responsible for the full fee. These would not count toward your 4 free cancellations. You are welcome to explore options for rescheduling or making up a session.

If you are travelling, ill, or otherwise can’t make it to an in-person session, a Zoom appointment may also be an option. If you are not able to attend or find a mutual time to reschedule the session, you are responsible for the full fee. Payment is due at the time of your regularly scheduled session. If I am not able to attend a session, you will NOT be charged the fee.

What if I have an unavoidable emergency, illness, or important medical appointment?

Absolutely, if you find yourself unable to attend due to a contagious illness or any emergency situation, that's perfectly understandable. However, considering the unique demands of my practice, the limited availability of slots in my caseload, and the challenge of filling a vacancy with a new client temporarily, I do allow up to 4 free cancellations per year for each client.

I had plans to travel for two months/be out of the country/just want to take weeks off. Do I really have to pay for an appointment cancellation?

Yes, indeed. You have the flexibility to cancel appointments for any reason, whether it's due to an emergency, work commitment, or an exciting opportunity that arises. You are granted 4 free cancellations annually. Any missed appointments beyond that will be your financial responsibility.

This policy seems really unusual and extreme. Why did you make your policy like this?

You're right; this policy is unusual. Yet, more and more therapists are beginning to adopt policies like this every day. When I was setting up my practice, I gave a lot of thought to what policies and practices I needed. These policies help me sustain the practice and myself. They also allow me to show up for our work together in the best way possible. I also believe that regular therapy will give you the best bang for your buck for the time, energy, and financial resources you're putting in. 

You seem really serious about this. Are you really going to make me pay if I miss more than 4 times?

Yes, if you miss more than 4 sessions or have a late cancellation, you must pay the fee. Again, I have been very thoughtful and intentional in crafting this policy. I try to do my very best to say what I mean and mean what I say. It wouldn't make sense for me to tell you this is what the policy is and then not follow through. That could be confusing and not good for our relationship.

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