Cancellation
& No-Show Policy

Last revised: September 22, 2025

Our clinic operates on a one-on-one model. Each appointment is individually reserved, and our providers prepare for them in advance; short-notice changes prevent us from accommodating other patients who need care. The following policy explains our expectations for canceling, rescheduling, and arriving at appointments, as well as any fees that may apply. By scheduling with The Healthy Place Clinic, you acknowledge and accept these terms.

Definitions

  • Late Cancellation: You cancel or ask to reschedule an appointment after the required notice window.
  • No-Show: You miss your appointment without any advance notice or arrive so late that the visit cannot be completed

Required Notice

  • 24-hour Notice—requests to cancel or reschedule must reach us at least 24 hours before your appointment time. This includes doctor-patient appointments, as well as IV therapy appointments and other scheduled modalities.
    • Example: for a Monday appointment, notice must be received no later than noon Friday.
  • How To Notify Us:

Billing & Fees

  • Billing Requirements: In order to book an appointment, a credit or debit card must be added to your file. Any fees will be charged to the card provided.
  • Late Cancellation: A fee of $130 will be applied to your saved card on file.
  • No-Show: A fee of $130 will be applied to your saved card on file.

Courtesy Waiver & Repeat Offenses

  • First Occurrence: At our discretion, the fee may be waived as a one-time courtesy.
  • Multiple Occurrences: Repeated late cancellations or no-shows may result in any of the following;
    1. Requiring a non-refundable deposit to book future visits,
    2. Limiting scheduling to same-day or wait-list slots,
    3. Discontinuation of services in chronic cases. In the event we discontinue services, your provider will furnish you with appropriate referrals.

Late Arrival

Your appointment time is reserved just for you. If you arrive late, you may still be seen for the remaining time. For example, if a 60-minute appointment is scheduled for 10:00 AM and you arrive at 10:20 AM, your provider will see you for the remaining 40 minutes — but you will be charged for the full appointment fee.

If you arrive too late to accommodate within the schedule, we reserve the right to cancel your visit and apply a missed appointment fee.

This policy helps us honor every patient’s time and ensure appointments start and end on schedule — so no one is left waiting, and every visit is focused, calm, and unrushed.

Special Considerations

  • Emergencies Or Sudden Illness: We recognize that genuine emergencies happen. Contact us as soon as possible; documentation may be requested for recurring claims.

  • Contagious Symptoms On Appointment Day: Please do not come to an in-person appointment if you are feeling ill. Instead, once you notify us promptly of your symptoms, we will work with you to convert the appointment to a telehealth appointment if feasible. If telehealth is not feasible and you have notified us promptly of your symptoms, the cancellation fee may be waived.

Our Commitments to Help You Avoid Fees

  1. Automated reminders via email and/or text (if opted in).
  2. Wait-list management ensures that canceled slots are re-filled whenever possible.
  3. Confirmation requests for appointments booked well in advance, so we can reconfirm closer to your visit date.

Remember: reminders are a courtesy, not a substitute for noting your appointment. To ensure you receive appointment reminders, we recommend you add hello@thehealthyplaceclinic.com to your list of trusted senders.

Questions or Concerns

We strive for fairness and flexibility. If you believe a fee was charged in error, or if extenuating circumstances prevented timely notice, please contact us at hello@thehealthyplaceclinic.com within five business days. We will review each situation individually.