2024 Late Cancellation Policy Update

We have been experiencing a large number of cancellations and rescheduled appointments in recent months. To help give our clinicians a more predictable schedule and our admin team more notice, we have decided to make a few changes to our cancellation policy. Our hope is that these changes will be beneficial to all of you, while also helping to improve the flow of our business and scheduling processes.

The changes to our cancellation policy are as follows:

For Therapy Clients with commercial insurance or paying out of pocket:

• Please cancel or reschedule an appointment at least 48 hours before your appointment in order to avoid a charge of $100.00
• We will also allow one late cancellation or no-show per calendar quarter (3-month period) as a "whoops" - because we all make mistakes
• Unless other late cancellations are due to inclement weather, cancellations occurring with less than 48 hours' notice will incur the $100 fee
• This fee will automatically be charged to the card we have on file
• No shows, or missed appointments with no notice at all, will also be charged the same $100.00 fee.

For Therapy Clients with Medicaid as their primary insurance:

• Clients must cancel or reschedule an appointment at least 48 hours in advance in order for it to not be considered a “late cancellation.”
• Unless other late cancellations are due to inclement weather, cancellations occurring with less than 48 hours' notice before your appointment will be noted as a late cancellation.
• If you accrue more than two late cancellations in a calendar year, your clinician may discuss a treatment plan/schedule change with you to avoid such situations in the future.
• If late cancellations continue to occur despite mitigation efforts, a referral to another agency may be considered at that time.

Please keep in mind that while we want to be as kind and understanding as possible to all of our clients, we are a fee-for-service business. This means that we can only bill your insurance/charge for appointments that are filled. Open appointment slots generate no payment and thus impact your clinician's paycheck and our business's stability.

Additionally, this takes away appointment slots that would otherwise be available for clients who are waiting for services (and there are many). Therefore, we ask you to consider your schedule in advance, and to please cancel and reschedule appointments infrequently.  

If you'd like to read our full cancellation policy document, email contact@coloradocac.com.