Client Financial Responsibility Policy: No-Shows, Late Cancellations, and Rescheduling

The Heart of Mind Therapy No-Show, Late Cancellation, and Rescheduling Informed Agreement outlines the expectations and financial responsibilities of both parties regarding our services at Heart of Mind Therapy. This agreement serves to ensure that all parties are informed and aligned regarding our policies.

• Appointment Attendance: Clients are expected to attend scheduled appointments. In the event of a cancellation or rescheduling, notice must be provided at least 48 hours in advance to avoid penalties.
• Communication: Clients are encouraged to communicate any difficulties they may encounter regarding attendance or scheduling changes. We are committed to working with you to find suitable solutions.
• Appointment Reminders: Appointment reminders are sent 72 hours prior to the session via your Heart of Mind Therapy client portal.

No-Show

Our No Show Policy is designed to help us serve all clients effectively. Here’s how it works:

- Notification Requirement: If you are unable to attend your scheduled appointment, please notify us at least **48 hours in advance**. This allows us to offer that time slot to another client who may need it.

- Fee for No Shows: Unfortunately, if you miss an appointment without providing us with this notice, a fee will be applied. This helps us maintain fairness and respect the time of both our practitioners and other clients.

We understand that life can be unpredictable, and we appreciate your cooperation in helping us keep our schedule running smoothly!

Late Cancellations

We understand that life can get hectic, and sometimes you may need to change your plans! However, please note that if you need to cancel your session within 48 hours of your scheduled time, a fee equal to the full session cost will apply.

Rescheduling

Should you need to reschedule within 48 hours of your appointment, please be advised that the new date and time must occur within one week (5 business days) of the original session.

If the rescheduling occurs beyond this timeframe, a fee equivalent to the full session cost will be applied. We appreciate your understanding and cooperation in this matter.

Appointment Reminders

Heart of Mind Therapy appointment reminders are sent 72 hours before the session via your HoMT client portal.

OTHER FEES

• Check Returned Fee: $15
If a payment made by check is returned by the bank due to insufficient funds, closed account, or other reasons, a $15 fee will be assessed to the account.

• Credit Card Return Payment Fee: $15
If a credit card payment cannot be processed—such as due to a declined transaction or chargeback—a $15 fee will be charged to the account making the attempt.

• Debit (ACH) Return Payment Fee: $10
If a payment made via ACH (Automated Clearing House) or debit transfer is returned or fails, usually due to insufficient funds or incorrect account information, a $10 fee will be charged to the responsible account.

These fees are applied per returned transaction and help cover the administrative costs associated with failed payments.

We acknowledge that unforeseen circumstances may arise, and we want to assure you that we're here to assist you in any way we can with scheduling. Our priority remains ensuring you receive the highest care and support throughout your therapeutic journey.

We truly appreciate your understanding, as this policy helps us keep our schedule running smoothly for all our valued clients. If you have any questions or need to discuss your situation, please feel free to reach out! Your well-being is our top priority.