cancellation policy

1. HOW TO CANCEL AN APPOINTMENT. You may cancel an appointment more than 24 hours in advance by:

  1. Texting or leaving a voicemail at (518) 412-7336 / (518) 41-ARDEN

  2. Emailing Krystle@ardenwaytherapy.com

  3. Canceling through your SimplePractice Client Portal

You will receive a confirmation when your cancellation is received.

2. CLIENT RESPONSIBILITY FOR APPOINTMENTS. Appointment reminders via text/email are offered as a courtesy and are not guaranteed. Clients are fully responsible for remembering and attending appointments. You must notify the office if your phone number or email changes.

3. LATE CANCELLATIONS AND NO-SHOWS. Your appointment time is reserved exclusively for you. A “late cancellation” is any cancellation submitted with less than 24 hours’ notice. 24 hours refers to 24 clock hours prior to the scheduled appointment time. Because of this:

  • Late cancellations and no-shows are charged a non-refundable fee.

  • First 3 occurrences in a calendar year: $100 each

  • Additional occurrences: Full session cost

  • Insurance does not reimburse missed appointments

No show/late cancellation fees reflect reserved clinical time and are separate from session fees. A brief session fee is not a reduced substitute for a missed appointment charge.

This policy applies even if the missed appointment was unintentional. Missed appointment fees are flat-rate, non-refundable fees. Processing fees are not passed on to clients.

4. WHEN FEES MAY BE WAIVED.  Fees may be waived at the therapist’s discretion, including but not limited to:

  • Illness requiring same-day medical attention

  • Emergencies (e.g., car accident, death in family, severe sudden illness, natural disaster)

  • The appointment is rescheduled and completed later in the same week

Work conflicts, scheduling issues, forgetting an appointment, trouble connecting to telehealth, or other non-emergency situations do not qualify for waived fees.

5. FREQUENT CANCELLATIONS OR MISSED APPOINTMENTS. If you cancel or miss three (3) consecutive appointments, therapy may be discontinued at the therapist’s discretion. If you have recurring appointments, you must cancel future appointments to avoid additional charges.

6. LATE ARRIVALS. There is a 15-minute grace period.

  • If you arrive more than 15 minutes late, the appointment must be rescheduled and will be charged as a no-show

  • If you are up to 15 minutes late, the session will be held for the remaining time

  • I aim to keep your wait time under 5 minutes

7. PAYMENT OF FEES. By providing a credit card or scheduling an appointment, you authorize the card to be charged for late-cancel and no-show fees without additional notice. Fees are charged to the card on file in accordance with the Credit Card Authorization. Because your appointment time was reserved exclusively for you, late-cancellation and no-show fees are considered a rendered service and are non-refundable. Multiple late cancellations or no-shows may result in termination of therapy.