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Cancellation Policy and Fees. 

Cancellation and No Show Policy

At the Appalachian Counseling Center, we are dedicated to providing exceptional care to our clients. In order to maintain the highest level of service and ensure appointments are available to all, we have established the following Cancellation and No Show Policy. We kindly ask for your understanding and cooperation in adhering to these guidelines.

 

Cancellation Notice

We request a minimum of 48 hours' notice for rescheduling or canceling an appointment. You have the option to:

  1. Call our office at (681) 404-6869.

  2. Send an email to hello@wvcounseling.com.

  3. Self-cancel through our convenient online portal at https://wvcounseling.clientsecure.me/ as long as the cancellation is made 48 hours in advance.

 

Consequences of Cancellations and No Shows

  1. Two Consecutive Cancellations or No Shows: Repeated instances of two consecutive cancellations or no-shows may affect your ability to schedule future appointments. In such cases, you may be referred to an external agency for further assistance.

  2. Frequent Cancellations: If you initiate three or more cancellations within a rolling twelve-month period with less than 48 hours' notice, you may not be able to schedule appointments for a period of twelve months.

 

No Show Charges and Recurring Appointments

  1. Recurring Appointments: If you have arranged recurring appointments with your therapist, the next appointment will remain in the calendar. Please contact our office if you intend to cancel a recurring appointment to avoid a second No Show charge of $100. A voice mail will suffice, as they are date and time stamped. The recurring appointment will be removed after the second consecutive No Show or Late Cancel.

 

Reminder Responsibility

While we offer text or email reminders for upcoming appointments, it remains your sole responsibility to manage and attend all scheduled therapy appointments, regardless of receiving reminders. Please keep us informed of any changes to your contact information to ensure effective communication.

 

48-Hour Notice

A $100 fee will be charged if you miss or cancel an appointment without providing at least 48 hours' advanced notice. For appointments scheduled on a Monday, please ensure cancellation is provided no later than the prior Friday, by your appointment time, to meet the 48-hour requirement. You can cancel your appointment directly through the portal, by calling our office, or emailing the help desk at hello@wvcounseling.com. (Please note that Medicaid-based clients are exempt from this charge.)

Wait Time and Grace Period

To optimize your experience and ensure minimal wait times, it is essential to arrive on time for your appointments. If you are more than 15 minutes late, we may need to reschedule your appointment, and you will be responsible for the $100 No Show fee. Both therapist and client have a 15-minute grace period.

 

Medicaid Clients

Clients with Medicaid insurance are subject to specific policies:

  1. Two consecutive No Shows or three patient-initiated cancellations may result in immediate discharge and referral elsewhere.

  2. Medicaid clients cannot be charged for No Shows due to regulation. Those who are uncertain about their ability to commit to weekly therapy should consider seeking services elsewhere.

 

We value your partnership in creating a positive therapeutic environment. Your understanding of these policies and your consistency with treatment are key to achieving our shared goals. Thank you for your cooperation.

Your therapist at the Appalachian Counseling Center looks forward to embarking on this therapeutic journey alongside you!

For any further inquiries or clarifications, please contact us at (681) 404-6869 or hello@wvcounseling.com.

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