Consistent attendance to scheduled treatment sessions is necessary to establish a positive treatment routine and to ensure progress is made toward established goals. It is important to understand that No-Shows and Late Cancellations are not tolerated and can result in removal from the schedule and/or an out-of-pocket charge.

• Canby: 503-263-8903
• Hillsboro: 503 -747 -5359
• NE Portland: 503-257-3878
• McMinnville:  971-261-2159

• Oregon City: 503-657-8903
• Wilsonville: 503-855-3223
• Medford Children’s Therapy: 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.

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.

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.