Cancellation/Attendance Policy

Effective 2025 the Helping Hands front office staff will begin strictly enforcing the Cancellation/Attendance Policy as outlined in the new patient paperwork.

• All cancellations must be made at least 24 hours prior to your appointment, to avoid a NO SHOW/Late Cancel fee. Please call to cancel any appointment-we do not accept emails to our website to cancel an appointment. Our therapists are not responsible for communicating their clients’ cancellations, scheduling conflicts, and vacation info to the front office.

• If an appointment is NOT cancelled within 24-hours, the patient's account will automatically be assessed a $50.00 Late Cancel fee. If parents/guardians reschedule their child’s appointment, then the fee will be reduced to $25.00

• Appointments that are not attended by the patient with no notification to the front office (No Call No Show) are subject to a $50.00 NO SHOW fee.

• All attendance fees will be billed directly to you. These fees must be paid before or at the time of your child’s next appointment or the child will NOT be seen. Neither your insurance company nor your flexible spending account will cover these fees

•  Please be aware that we will do everything possible to match the therapist and family schedule, however a reschedule may occur with any therapist in our office at any available times. For example, if your regular appointment is at 5PM, there is NO guarantee that when rescheduling you will be able to have the same time and therapist.

• Our office will make every effort to provide therapy to your child in circumstances where clients are late checking in. If you arrive late to your child’s appointment, the session will conclude at its regularly scheduled end time; however, if you arrive more than 15 minutes late, your child will not be seen and you will be required to reschedule the appointment or pay the NO SHOW fee of $50.00.

• Our office reserves the right to remove from the schedule a client who is not regularly attending therapy or a client who continuously arrives late.

  • ➢ We allow TWO missed appointments per treatment plan that DO NOT need to be rescheduled, any cancellation after is REQUIRED to be rescheduled for therapeutic consistency.

  • ➢ Two No Call No show appointments will result in your child being removed from the schedule

  • ➢ Reschedules must be made within 3 weeks of the missed appointment. After the 3-week window the appointment will NOT be rescheduled, and the $50 fee will be assessed.

• We require that an adult be ON SITE during the full length of their child’s therapy session. If you leave, we will remove your child from the schedule.

If there are circumstances preventing you from bringing your child to his/her regularly scheduled appointment longer than 3 weeks, please contact the front office as soon as possible. We review these situations on a case-by-case basis, and we do not take it lightly when we have to remove a client from the schedule. Please communicate with us and we can see how we can help you and keep your kiddo in therapy!

Parents/caregivers/babysitters must give notice of cancellations to the front office staff. Even though our therapists are awesome, they are busy! Their schedules have them moving from one session to the next, so they are not responsible for communicating client cancellations, vacations, scheduling conflicts, and time off to the front office. The front office can be notified at the time of check-in or check-out, via phone, via email (office@hhitherapy.com), or

text to 540-453-8565.

Regular attendance is critical for pediatric therapy services, for children to master newly gained skills and to develop strong rapport with their therapist, and also for our clinicians to touch-base with parents/caregivers on a regular basis regarding the child's treatment plan and home exercises/programming.

We thank you in advance for your consideration and understanding as we will be enforcing these policies! Please do not hesitate to reach out to our Office Manager, Samantha, with any questions or concerns you have. She can be reached by phone at (540) 657-1423 or via email at samanthas@hhitherapy.com.