To our families regarding No Shows, Same Day and Advanced Cancellations

Consistency with therapy can make the difference between whether your child succeeds in his/her therapy and how quickly they can meet their goals.  Showing up as scheduled for these visits is crucial to your child’s success. 

• We define a No-Show as you do not make any contact with the office and you have not arrived for your child’s scheduled appointment. If you arrive more than 10 minutes after your child’s scheduled appointment, this will be considered a No-Show. Starting September 2023, you may be subject to an $80 no-show fee. 

• We define a Same Day Cancellation as the family having contacted our office during business hours on the day of your child’s scheduled appointment at least 1 hour before the scheduled appointment. If we are contacted less than 1 hour before the scheduled appointment, it will be treated as a No-Show. Same Day Cancellations should be reserved for emergencies. This could be due to sickness, transportation/school/family/insurance conflicts, inclement weather, etc.

• We define an Advanced Cancellation as the family having contacted our office at least 1 business day prior to the child’s scheduled appointment. This could be due to a pre- planned vacation, other medical appointments, school/insurance conflicts, etc. 

Every effort will be made to reschedule canceled appointments in the interest of your child’s continued progress. An additional appointment is encouraged if a No-Show occurs.  It is the policy of our therapists to have all scheduling needs addressed through the front office so they may devote their undivided attention to providing therapeutic care. If you feel you have a situation that requires special consideration, please contact our Client Services Manager.

After 2 canceled appointments without rescheduling or 2 No-Show’s quarterly or any combination of the two, we will offer our flex schedule to accommodate your family. If you are unable to schedule within 1 month after accepting the flex schedule, we will notify your child’s pediatrician that your child is no longer receiving services with WPT. If the flex schedule is not accepted, your child will be discharged and the pediatrician will be notified. If you no-show during the flex schedule, your therapist will notify your child’s pediatrician of discharge. This does not apply to families who have agreed to a permanent flex schedule.

If you need to notify our office of scheduling conflicts after normal business hours, please text 859-475-4305 and someone from our office will get back to you the next business day.

 We appreciate you helping to make your child’s continuity of care your number one priority.