cancellation & attendance policy

Cancellations

MCT has instituted a 24-hour notification policy for canceling all in-clinic and telehealth appointments. In the event that you are unable to keep your/your child’s scheduled appointment, we ask that you contact our office as soon as possible.

​

To cancel or reschedule an appointment, please call: 541-613-6505​

​

If you have any problems getting through, please leave a voicemail message OR send an email with the client’s name, your name (if a parent/guardian), appointment date and cancellation reason to mct@nt4kids.org.

​

Cancellation/No Show Fees

Cancellation: If an appointment is canceled 24 hours or more before the scheduled appointment time, no charge will be assessed.

​

No Show/No Call: Failure to cancel or show up to a scheduled appointment or if a scheduled appointment is canceled less than 1 hour before the appointment time, a $50.00 charge will be assessed, with no exceptions. This charge is the responsibility of the client or parent/guardian and will not be reimbursed by the insurance company or other third-party payer. This needs to be paid within 30 days of missed appointment in order to avoid treatment being put on hold.

​

Late Cancel: If an appointment is not canceled 24 hours prior (48 hours for an initial evaluation), a $35.00 charge will be assessed. This charge is the responsibility of the client or parent/guardian and will not be reimbursed by the insurance company or other third-party payer. This needs to be paid within 30 days of missed appointment in order to avoid treatment being put on hold.

Late cancellations due to a client/family illness and/or emergency are assessed by the Clinic Director, and fees may be waived when warranted.

​

Attendance:

Frequent cancellations, late cancellations, no shows, or tardiness to scheduled in-clinic and telehealth appointments are disruptive to the optimal delivery of care and may result in change of appointment time, loss of the recurring appointment time, being scheduled on a week-to-week basis, and/or discharge from services.

​

• Please arrive 5 minutes before the scheduled in-clinic appointment. This allows for time to check-in and to allow the treatment to begin at the scheduled time.

• We recommend that parents/caregivers are involved in treatment sessions. If a parent/caregiver needs to leave the clinic property, please return 10 min. prior to the end of the appointment so the provider can discuss home exercise, progress, etc.

​

Frequent No Shows, No Calls, and/or Late Cancellations:

• Clients with 3 No Show, No Call, and/or Late Cancellations in a 12-month period (starting from the date of the first missed appointment due to one of the above reason/s), will lose their recurring treatment time and be moved to week-to-week scheduling. Week-to-week appointments can be made by phone or at the check-out desk following each appointment.

• When a client has attended 8 consecutive treatment sessions with timely arrival, scheduling recurring appointments can be discussed with the provider. Appointment times will be based on availability.

• If a client has a late cancel or no-show during this week-to-week scheduling, they will be discharged from therapy services.

The referring provider and/or case manager will be notified of the discharge from therapy.

​

New Clients – Evaluations Cancellations:

• 48-hour notice to cancel an initial evaluation is requested, at which time all attempts will be made to reschedule for the next available spot.

• Late Cancellation or No-Show: The client will be put back on the evaluation waitlist.

• • Two (2) late cancellations or no-shows of initial evaluation will result in discharge from therapy and the referring provider will be notified.

​

Frequently Late/Tardy to Appointments:

• Arriving late more than 1 time every 6 appointments (per discipline) is grounds for removal from the recurring appointment schedule and the client will be moved to week-to-week scheduling. Week-to-week appointments can be made by phone or at the check-out desk following each appointment.

• We will still conduct a scheduled appointment if a client arrives within the first 15 minutes of the scheduled appointment start time. However, if a client is late to an appointment, the provider cannot extend the length of the appointment at the end to make up for time missed.

• Arriving more than 15 minutes late to a scheduled appointment may require that we cancel the appointment and reschedule due to time constraints. As a result, this would be considered a Late Cancellation and is subject to late cancellation fees listed above.

​

Frequently Cancelled Appointments:

• Cancelling more than 1 appointment every 6 scheduled (per discipline) is grounds for removal from the recurring appointment schedule and the client will be moved to week-to-week scheduling. Week-to-week appointments can be made by phone or at the check-out desk following each appointment.

• Multiple cancels and rescheduling will require reviewing of scheduled appointments and determining if another time, day, or provider may be more beneficial.

• We are required to discharge clients if we have not seen or had contact with the client/parent/guardian for more than 30 days.

​

Vacation Cancellation:

• Please verify with scheduling, any appointments that will be canceled due to a vacation at least 14 days prior to the date/s which will be missed. We are unable to hold any time slot for more than 2 consecutive weeks.