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Cancellation And Refund Policy

At C.A.R.E. Inc, we understand that sometimes circumstances may arise that require you to cancel or reschedule your appointment. We appreciate your understanding and cooperation with our cancellation policy. It allows us to provide consistent and reliable services to all of our valued clients. If you have any questions or need further clarification, please don't hesitate to reach out to us.

Rescheduling Appointments

  1. 24 Hours Notice: We kindly request that you provide us with at least 24 hours' notice if you need to cancel or reschedule your appointment. This allows us to offer the time slot to another client in need. We recommend clients reschedule their own appointments through their client portal. If necessary, the office can assist clients in rescheduling their appointments.
  2. Last-Minute Cancellation Fee: Any cancellation made within 24 hours of the scheduled appointment will be considered a last-minute cancellation. For individual or other therapy appointments, a cancellation fee of $40 will be charged. This fee helps us cover the costs associated with the missed appointment.
  3. To reschedule your appointment, please use the client portal. In the event of technical difficulties with the client portal, please email our office ([email protected]) with ‘Rescheduling [name]’s appointment” in the subject line so we are able to prioritize our response. Please note that while our team will do our best to assist you as quickly as possible, rescheduling directly through the client portal is the quickest option.

No-Shows And Coming In Late

  1. We respectfully request that clients arrive early or on time for their appointments. If a client arrives late, the appointment will not be extended to make up for this missed time. This is to ensure C.A.R.E. Inc is able to make all promised appointment times for subsequent clients. If a client arrives more than 15 minutes late to their appointment, it will be considered a missed appointment and subject to the cancellation fee.
  2. No-Show Appointment Fee: In the event of a no-show appointment, a $40 cancellation fee will be charged. We understand that emergencies can happen, so we provide a one-month grace period to settle the fee. However, failure to pay the fee within this time frame may impact your ability to schedule future services.
  3. Pre-Paid Deposit for Future Appointments: After two last-minute cancellations, we will require a pre-paid deposit to schedule any future appointments. This deposit ensures your commitment to the scheduled time and helps us manage our resources effectively.

Inclement Weather or Emergencies

  1. Rescheduling Due to Inclement Weather or Illness: If you need to reschedule your appointment due to inclement weather, a natural disaster, or illness, please contact your therapist directly. Telehealth options may be available, or we will work with you to find a suitable alternative time. Excessive cancellations or rescheduling may affect our ability to serve you in the future. Please note that while we strive to be understanding and accommodating during emergency situations, we kindly request that you provide us with as much notice as possible. This allows us to adjust our schedule and offer the appointment time to another client in need.
  2. We understand that emergencies can happen, and we want to accommodate our clients during these unforeseen circumstances. If you find yourself in an emergency situation that prevents you from attending your scheduled appointment, please notify us as soon as possible.
  3. Medical Emergencies: If you experience a sudden medical emergency that prevents you from attending your appointment, documentation such as a doctor's note or hospital discharge summary may be requested to waive the cancellation fee.
  4. Family Emergencies: In the event of a family emergency, such as the hospitalization of a loved one or a significant personal crisis, please inform us as soon as possible. We understand that these situations require immediate attention, and we will work with you to reschedule your appointment. In some situations, documentation may be requested to waive the cancellation fee.
  5. C.A.R.E. Inc Cancellation or Rescheduling: If C.A.R.E. Inc needs to cancel or reschedule your appointment due to inclement weather or therapist availability, no cancellation fee will be charged to you. We will make every effort to accommodate your needs and find a new appointment time that works for you.

Group Therapy Sessions and Classes

  1. Missed Group or Class Sessions: Unfortunately, we are unable to offer refunds for missed group sessions. We encourage you to attend all scheduled group sessions to get the most out of your experience.
  2. In the event a group meeting or class is cancelled by C.A.R.E. Inc due to inclement weather or facilitator availability, the session will be rescheduled as soon as possible. Alternatively, at C.A.R.E. Inc's discretion, the group may be extended for a week to make up for the missed session.

Refunds:

  1. Payment for services rendered is due at the time of the appointment; the amount due will vary depending on the client’s insurance copay or negotiated cash rate. C.A.R.E. Inc accepts various forms of payment, including but not limited to cash, credit cards, and checks. Failure to provide payment at the time of service may result in the inability to schedule future services.
  2. No Refunds: Once services have been rendered, we do not issue refunds. We believe in the value and quality of our services, and we are committed to delivering the best possible experience to our clients. If you have any concerns or issues with the services provided, please bring them to our attention immediately, and we will work with you to address them.
  3. Past Due Balances: It is important to maintain a good standing with our clients. If a client has a past due balance on their account, it may affect their ability to schedule future services. We kindly request that all outstanding balances be settled promptly to ensure uninterrupted access to our services.