Policies
Appointment Reservations
Credit cards are required to reserve appointments. Credit cards are not charged at the time of booking. Credit card information is stored securely and is encrypted making it inaccessible to anyone for anything other than invoice payment processing.
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Our online booking system will send you an email reminder a week before your appointment, another 2 days before, a text message the day before, and a text message 2 hours prior to the appointment. These notifications will be sent based on the preferences you have selected for reminders. While we strive to make scheduling seamless, please understand that these reminders are a courtesy, and it is your responsibility to remember your appointment details. Please be mindful that missed reminders should not be considered a valid excuse for missing an appointment.
Cancellations
We require a minimum of 24 hours' notice for any changes to your appointment, including cancelling or rescheduling. Appointments cancelled within 24 hours of the scheduled time will be charged the full service fee. No exceptions will be made. Appointment availability is limited, and your appointment time is reserved just for you. Late cancellations prevent us from rebooking the slot, impacting both our therapists and other clients seeking appointments.
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If you need to cancel or reschedule an appointment within the 24 hour period, please notify us by phone or by email. If you cannot reach us by phone, as online cancellation is deactivated at the 24 hour mark. Notifying us as soon as possible gives her time to notify and attempt to fill the time slot.
No Show
Missed appointments will incur the full appointment fee, which will be automatically charged to the card on file.
Late Arrivals
Clients who are more than 10 minutes late, unless previously arranged, will be considered a no-show.
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To ensure your appointment runs smoothly, please arrive on your scheduled time if you need to complete or update your intake form. These forms are sent via email and can be filled out online prior to your visit. Intake forms must be completed before your appointment begins, as incomplete forms may reduce your appointment time. Arriving at your scheduled time or completing the forms in advance will help ensure your appointment starts at the scheduled time.
Client Conduct
At Oakes Psychotherapy, we are dedicated to maintaining a safe, professional, and respectful environment for all clients and staff. We expect clients to behave in a respectful and appropriate manner during each session. Anyone that breaches these standards, including inappropriate comments, gestures, or actions, will not be tolerated. We uphold a zero-tolerance policy for any form of harassment or misconduct towards therapists. Clients engaging in such behavior will be asked to leave immediately and will be prohibited from scheduling future appointments, with the understanding that any violation may lead to the termination of therapy services without a refund.
At Oakes Psychotherapy, we understand that life can be unpredictable. However, when appointments are missed or cancelled at the last minute, it affects dedicated staff and therapists significantly. These policies are essential for ensuring the sustainability of her small business and the quality of care she provides. Wennietanoron appreciates your understanding and thanks you (Niawenko:wa) for your continued support in helping her serve our community effectively.