CANCELLATIONS AND MISSED APPOINTMENTS

Patients are expected to attend each scheduled session on time. Dr. Woods maintains a 15-minute “grace period,” after which the appointment will be charged as a missed appointment. For telehealth appointments, patients are additionally expected to be in a confidential area in MD (or a PSYPACT state), otherwise the appointment will be cancelled and charged accordingly. A minimum of 24 hours’ notice is required for rescheduling or cancelling an appointment.

Twenty-four hours advanced notice means that if an appointment is scheduled for 3:00pm on a Tuesday, notice must be given by 3:00pm on Monday at the absolute latest. If your appointment is on a Monday, the cancellation needs to be provided no later than the prior Friday, by your appointment time, to be considered proper 24 hour notice. You can cancel your appointment via the patient portal or by emailing Dr. Woods.

APPOINTMENT REMINDERS

Although Bayfront Behavioral Health may send you text, voicemail, and email reminders about upcoming appointments, this is done as a courtesy and only if you consent to receive such communications. It remains your sole responsibility to keep track of and attend, on time, all scheduled therapy appointments, whether or not you receive a reminder. Bayfront will not prompt your attendance once an appointment has started (i.e., if your appointment begins at 10:00am, Dr. Woods will not call you at 10:05am to inquire about your attendance).

FEES FOR MISSED APPOINTMENTS & LATE CANCELLATIONS

Missed Appointment Fees: Anytime you fail to attend a scheduled appointment without giving appropriate prior notice of cancellation, you will be charged $100 for the missed appointment. Anytime you fail to arrive at a scheduled appointment within the 15 minute grace period, it will be considered a missed appointment and you will be charged $100. The credit card information or other payment information you previously provided will be used to process this payment.

Late Cancellation Fees: Any appointment that is canceled less than 24 hours in advance will be charged a $100 late cancellation fee. You will be charged for the late cancellation regardless of reason. For TELEHEALTH appointments, you are expected to be in a private area. If you attend an appointment and you are not in an area in which confidentiality can be reasonably expected to be maintained, your appointment will be cancelled and you will be charged a $100 late cancellation fee. The credit card information you previously provided will be used to process this payment.

Please note that insurance companies generally do not reimburse for missed appointments or late cancellations.

FREQUENT CANCELLATIONS OR MISSED APPOINTMENTS

Frequent cancellations and/or missed appointments will result in the termination of treatment. Dr. Woods will work with you to address possible barriers impacting attendance and may work with you to create an attendance contract. If treatment is terminated at Bayfront due to continued attendance issues, Dr. Woods will provide appropriate referrals.

In some cases of inclement weather, Dr. Woods may have to cancel or reschedule your appointment. If there is inclement weather (i.e., hurricane, snowstorm, ice storm under 34 degrees Fahrenheit) on the day of your appointment, please check your email. Dr. Woods may decide to cancel all appointments or switch to telehealth. If your appointment is cancelled, every effort will be made to reschedule.

If you need to cancel your in-person appointment due to inclement weather, you may do so by emailing Dr. Woods at least 3 hours before your scheduled appointment time. You may also request to switch to telehealth. If you do not show up or if you call/email after your appointment time, you will be charged a missed appointment/late cancellation fee regardless of the weather.