Late Notice Cancellation Policy

Please note, applying late notice cancellation fees is something I do not take lightly, which is why I clearly state this policy in the written therapy contract, and ask the client/referrer to read and sign to indicate they have understood before I begin working with any client. When requesting compensation for missed appointments, as always, I encourage open communication whenever additional information may be needed to be clarified.

Below are some basic questions you may have regarding your fee, as well as the reasons the business charges them.

Q: Why have I been charged a late notice cancellation fee?

A: As agreed in your initial agreement signed before your/your child’s first therapy session, late notice cancellation fees are charged in two incidences; either 48hrs notice was not provided before the agreed appointment time before cancelling a session, or you/your child did not attend the agreed appointment and did not give notice of intended absence. These fees are charged at the same rate as the original appointment.

Q: Why do I have to give at least 48hrs notice if I am not going to attend a session?

Ethically, therapists are strongly recommended to only see a limited amount of clients per week in order to ensure quality treatment to each and every client on their caseload. Therefore, if you are under a weekly therapy plan, your appointment is reserved purely for you every week by default, unless you give notice of your intended absence, or if the therapist is on annual leave. Giving at least 48hrs notice allows the therapist an opportunity to replan their time the appointment was due to take place effectively, in order to attempt to regain at least some of the financial loss. As such, late notice cancellation fees is a standard practice in private therapeutic services (the therapist has the same arrangement with their own Clinical Supervisor). Honouring cancellation fees also speaks to the mutual respect and accountability shared between both client and therapist within the therapeutic relationship.

Q: I/My child was ill, why do I still have to pay a cancellation fee?

Cancellation fees are enforced regardless of the reason for cancellation due to the fact they allow Bristol Dramatherapy to keep charges for services at an absolute minimum in order to keep therapy as accessible as possible, whilst being able to pay for session costs and business overheads, such as rent, insurance, resources and training. This means that over their therapy journey, clients who attend services regularly will pay less overall than if the business raised prices of sessions across the board to account for missed appointments and time, regardless if the individual has a couple of late notice cancellations throughout their treatment with the therapist. Late notice cancellation fees also discourage sessions being missed regularly, in order to promote the client undergoing a consistent treatment plan.

Q: What does the cost of an appointment cover?

Appointment costs do not only cover the therapist’s time with the client in the session, the use of the creative materials and resources used by the client and rent for the room and bills; they also cover time that the therapist spends on your/your child’s treatment planning when they are not with therapist, such as additional research, training and administration. The costs also cover the training and development the therapist has undergone previously in order to be recognised and registered as an Arts Psychotherapist with the Health and Care Professions Council, and as such, also goes towards covering the therapist’s necessary registration fees to the Health and Care Professions Council and Information Commissioner’s Office, among other costs.

Q: What happens if I have issues in paying?

The therapist is always open to discussing and agreeing to payment plans which are suitable for all parties. If intention to pay has not been clearly communicated, the therapist will contact you with next steps as they arise, which may include adding interest to your current bill, informing you that your weekly appointment will no longer be reserved for you, terminating services, and/or, as stated in the initial therapeutic contract, taking legal steps to secure any payment owed. The therapist will make every effort to contact you if these steps plan to be implemented.

Q: What happens if I feel that weekly sessions are not doable?

Please speak to the therapist to discuss moving to less frequent or ‘ad hoc sessions’, which means for more flexibility of choice for when you see your therapist, however, this also means that your current appointment may no longer be reserved for you, and will rely on you booking a new appointment when you wish to see your therapist next. For some treatment plans reflecting therapeutic goals, this is unadvised, however the therapist is always willing to discuss frequency of sessions and modify this wherever possible.