1. Appointment Cancellation Policy:

Your appointment time is reserved specifically for your child and family. Late cancellations and missed appointments prevent other families from accessing services and impact clinic scheduling.

24-Hour Notice Requirement

A minimum of 24 hours’ notice is required to cancel or reschedule an appointment.

• Notice must be provided by email or phone.

• The 24-hour period is calculated from the scheduled start time of the appointment.

• Appointments cancelled with less than 24 hours’ notice will be considered a late cancellation.

Late Cancellation & No-Show Fees

• Appointments cancelled with less than 24 hours’ notice will be billed at the full session rate.

• Missed appointments (no-shows) will be billed at the full session rate.

These fees are not billable to third-party funders and are the responsibility of the parent/guardian.

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2. One-Time Grace Policy

As a courtesy, each family will be provided one (1) free late cancellation, which may be applied in cases of illness or unforeseen circumstances.

After the one-time grace cancellation has been used:

• All subsequent late cancellations or missed appointments will be billed in accordance with this policy.

• The grace cancellation does not carry over into future years.
   

3. Third-Party Funding & Financial Responsibility

The clinic may invoice third-party funding sources on your behalf, including insurance providers or alternative funding programs such as the Autism Funding Unit. However:

• The parent/guardian remains fully financially responsible for all services provided.

• Funding approval does not guarantee payment.

• The clinic does not assume responsibility for denied claims, exhausted funding periods, administrative delays, or insufficient funds.

If an insurance company or the Autism Funding Unit:

• Denies an invoice

• Fails to pay an invoice

• Or has insufficient or expired funds available

The outstanding balance becomes the responsibility of the parent/guardian and must be paid privately.

Invoices unpaid due to funding limitations remain payable regardless of funding status.

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4. Funding Period Responsibility

It is the responsibility of the parent/guardian to:

• Monitor funding periods and available balances.

• Ensure sufficient funds remain before booking services.

• Notify the clinic of upcoming funding expiry dates.

The clinic is not responsible for tracking individual funding allocations or notifying families when funding is nearing depletion. Invoices will reflect the actual dates services were provided and cannot be altered to accommodate funding periods.
 

5. Outstanding Accounts

Invoices are due within 15 days of issuance.

Accounts outstanding beyond this point may result in:

• Suspension of future appointments,

• Requirement for prepayment of services

• Additional administrative fees where applicable.