Do you read what you sign? Yes, I’m talking about that dense document that you get via email from the office when you are about to start with your therapist. That document that might look like a nightmare to read before your first therapy session? You know, the one filled with office policies, procedures, and an oddly specific cancellation policy. Don’t worry, we’ve all been there, skimming through the pages while nodding like we’re understanding everything when, in fact, we feel like ‘we got this’. 

Reading these policies might not be the most thrilling part of your therapy journey, but it’s an essential one. Office policies and procedures aren’t just there to make you feel like you’re signing your life away. They’re designed to set clear expectations and boundaries for both you, your therapist, and the office admin team. Think of it as the foundation of a healthy therapeutic relationship. By reading these documents thoroughly, you’re essentially getting a roadmap for how things will work, ensuring that you understand how things work in our office. 

And yes, we do have a cancellation policy. It’s like the fine print of the therapy world. Most therapists have a 48-hour cancellation policy, meaning if you don’t cancel within that window, you might be charged for the session. This can feel like a slap in the face, especially when emergencies pop up (and let’s face it, they do). But here’s the thing – your therapist has set aside that time specifically for you. If you cancel at the last minute, it’s tough for them to fill that slot, leading to a loss of income.

Our administrative team, we don’t know the particulars of why you might need to cancel, so it is important to be transparent with your therapist so they can make an informed decision. Imagine this scenario: You’ve had a terrible week, and you’re looking forward to your therapy session. Suddenly, the train is delayed, or your car is having issues and you realize you’re going to be late or miss the session altogether. Panic sets in as you remember something about a cancellation fee. Instead of stressing out, shoot your therapist a quick message explaining the situation. Most therapists are understanding and might waive the fee for genuine emergencies, especially if you’ve been communicative. Plus, the office staff is trauma-informed and trained to address any questions, thoughts, or concerns you may have, ensuring that you feel supported and heard.

Most therapists will not charge a fee if you can schedule another session within the same week. Put a reminder on your phone if you need to reschedule, and always try to give as much notice as possible.

 Your therapist might also need to unexpectedly cancel due to emergencies, which can be disappointing and jarring, for sure. They try to give notice when going on vacation or ill. Your therapist or the office will reach out to you. Your therapist will try to reschedule at their earliest convenience.  If you are having a dire emergency, you can text or call 988. 

Open communication with your therapist is crucial. If you’re ever confused about a policy or procedure, just ask.  You can ask the office admin team as well. We’ve worked hard to have a trauma-informed office staff. Being proactive in understanding how things work is helpful and having transparency can prevent misunderstandings. 

Clear understanding and communication about office policies also build trust. It’s much easier to open up about your feelings and challenges when you’re not worried about logistical hiccups. The office team and your therapist are comfortable discussing them. Transparency is key so that you can focus on the important stuff –  healing and personal growth.

Now, let’s talk about insurance. Navigating insurance plans can be a nightmare. Getting an accurate quote for therapy sessions based on your insurance plan can feel like trying to solve a Rubik’s cube blindfolded. Insurance companies have a knack for making things as confusing as possible, and often, the quotes you get aren’t entirely accurate. This can lead to unexpected costs and a lot of frustration. We do our best to give you the best information possible; it is always a good idea to verify coverage details with both your insurance provider and let the office staff know what you found out. We are diligent and well-versed in dealing with insurance complexities.

We encourage you to take a few extra minutes to understand our office policies and procedures, and cancellation policy. We do our best to provide access to care and have created payment plans when people are experiencing economic stress. Don’t be afraid to ask questions or clarify anything unclear. Your therapist and our office team are here to support you.