2 Free Cancellations Per Trimester:
As always, you will get 2 free advanced-notice (more than 24 hours notice) cancellations per trimester. The Fall trimester will last from August 14th to December 31st and the Spring trimester is from January 1st to June 10, 2023.
Excess Cancellations Are Charged 50%:
Any cancellation beyond the 2 allowed per trimester will be charged as 50% of your total appointment fee. This fee can be applied to a make-up session within two weeks
Free Cancellation Credit If Therapist Cancels Same-Day:
If your therapist cancels on the day of your session and there is no comparable replacement to offer, DICP will credit 1 free advanced notice cancellation to your account.
All Late Cancellations (Less Than 24 Hours) Charged 50% With Therapist Courtesy Exchange:
Going forward, any cancellation with less than 24 hours notice will be charged as 50% of your total appointment fee. No make-ups will be offered but as a courtesy, you can opt to do a 15-minute call with the therapist during your scheduled time or receive a short home exercise program so that there can continue to be some continuity of care for your child.
Late Arrival Restrictions:
Please arrive promptly to your session. If you are running late, please call our office as soon as possible to provide your estimated time of arrival. Unfortunately, due to insurance limitations, best therapy practices and constraints of therapist’s schedules, we cannot accept clients past a certain point in the session as outlined below. After the identified amount of time, the appointment is considered a late cancellation with a 50% fee as long as the family has called before the start of the session.
The session will be charged the full fee but insurance can only be billed for the actual treatment time.
- For a full (50 minute) session, your child will not be able to be seen after 25 minutes past the starting time.
- For a ¾ (40 minute) session your child will not be able to be seen after 20 minutes past the starting time.
- For a half (25 minute) session, your child will not be able to be seen after 12 minutes past the starting time.
We are making these changes to help improve the customer experience, ensure continuity of care, and respect our therapist’s time. Excessive cancellations may lead to a discussion between your family and DICP to determine if any changes need to be made to your scheduled time. Please review these policies carefully and ensure you fully understand and agree to them. These will go into effect starting Sunday, August 14th, 2022.
Group and Dyad Billing and Cancellation Policy:
Dyads include 2 clients that have been matched based on similar skill levels and are participating in the same therapy session with one therapist. If one of the clients is absent from a dyad, then the session will be billed as an individual session for the client who attends the session. There are 2 free cancellations per trimester, but please consider the purpose of why your child is in the dyad and how absences will decrease the effectiveness of the dyad dynamics. If there are excess cancellations and you would like to do a makeup, there is no guarantee that a makeup can be done as part of the dyad due to limitations with rescheduling. Makeups may need to be an individual session and have to be completed within 2 weeks of the cancellation. Groups are considered 3 or more children with similar goals participating in the same therapy session with one therapist. If two or more children are present, the group will be billed at the group rate. If only one child is present, the session will be billed at the individual therapy rate. In order to maximize a child’s progress, attendance is very important and cancellations should be minimized. Makeups for excess cancellations will need to be individual sessions and must be completed within 2 weeks of the cancellation.