Cancellation Policy

Our Commitment to You

At Wildflower Center for Counseling, we understand that life can be unpredictable. Children get sick, work emergencies arise, and unexpected situations can disrupt even the best-laid plans. We're here to support you through these moments while maintaining a practice that serves all of our clients effectively.

Policy Overview

24-Hour Notice: We ask that you provide at least 24 hours' advance notice when you need to cancel or reschedule your appointment. For example, if your appointment is scheduled for Tuesday at 2:00 PM, please let us know by no later than Monday at 2:00 PM.

Fees for Late Cancellations

• Appointments canceled with less than 24 hours' notice will result in a $125 cancellation fee, which is billed directly to you and cannot be covered by insurance.

• If you miss your appointment without any prior notice, you will be charged the $125 no-show fee.

• Arriving more than 10 minutes late to your appointment will also result in the $125 fee.

Understanding Why This Policy Matters

Supporting Our Therapeutic Team Consistent scheduling helps maintain the structure that makes therapy most effective, while also supporting the clinicians who provide your care. When appointments are kept or canceled with appropriate notice, it allows our therapists to plan their time and ensures they can continue dedicating themselves fully to their clients. This reliability benefits everyone in our practice community.

Supporting Our Practice Our clinicians dedicate specific time slots exclusively to each client and are compensated on a per-session basis. Insurance companies will only reimburse for therapeutic services that are provided in full. When appointments are missed without sufficient notice, we typically cannot fill that time slot with another client, which affects both our clinicians' livelihood and reduces availability for others who need care. The cancellation fee helps ensure our practice remains sustainable so we can continue accepting insurance and providing accessible mental health services to our community.

When Fees May Be Waived

Same-Day Medical Situations Only: We understand that genuine medical emergencies happen. The $125 cancellation fee will be waived when you become ill or experience a medical emergency on the day of your scheduled appointment and can provide written documentation from a licensed healthcare provider (physician, nurse practitioner, or hospital) dated the same day as your missed appointment. The documentation simply needs to confirm that you were seen by the provider on that date and needs to be submitted to our office.

Important Guidelines:

• Fee waivers apply only to the client's medical situations - family member illness does not qualify for a fee waiver.

• The illness or medical emergency must occur on the day of your appointment

• If you were feeling unwell more than 24 hours before your appointment but forgot to cancel, this does not qualify for a fee waiver.

• Same-day medical documentation is required for all fee waivers.

Our Telehealth-Informed Approach We recognize that telehealth has made therapy much more accessible for our clients. When you're feeling under the weather but still able to participate, dealing with transportation challenges, or managing childcare complications, telehealth offers the flexibility to continue your care from home. This expanded accessibility means that many situations that once required appointment cancellations can now be handled by switching to a virtual session. Because of this enhanced flexibility, our medical exceptions focus on situations where you're genuinely unable to participate in any form of therapy session.

Telehealth Consistency

Our cancellation policy applies equally to both in-person therapy sessions and telehealth appointments. While telehealth eliminates travel time, parking concerns, and weather-related barriers, your clinician still reserves that specific time exclusively for your session and prepares in advance. Whether we're meeting in our office or connecting virtually, the same scheduling commitments help us provide consistent, quality care for everyone.

Important Telehealth Location Requirements For telehealth sessions to be legally compliant, our clinicians can only provide services to clients who are physically located within the state where the clinician is licensed. Most of our clinicians are licensed exclusively in South Carolina, so unless specifically communicated otherwise, you must be physically present in South Carolina during your telehealth appointment. If you forget and are located outside of South Carolina when attempting to join your session, your clinician is legally and ethically required to end the session immediately. Unfortunately, this situation will result in the $125 late cancellation fee, as the appointment cannot proceed. We encourage you to always confirm your location before telehealth sessions to avoid this inconvenience.

Your Partnership in Care

We view your therapy appointments as meaningful commitments that we make together. When you reserve a time slot, your clinician prepares specifically for your session and holds that time just for you. Honoring this commitment - whether by attending your session or providing appropriate notice when you can't make it - reflects the mutual respect that forms the foundation of effective therapeutic relationships.

Questions or Support

We're always here to discuss this policy, explore telehealth options, or address any scheduling concerns you might have. Please don't hesitate to reach out - we want to make your therapy experience as supportive and accessible as possible.

Thank you for your understanding and partnership in maintaining a practice that serves everyone well.

With warmth,

The Wildflower Team