Cancellation Policy

Effective Date: June 11, 2026
Last updated September 9, 2026

Consistent sessions are how children make progress, and open appointment times are how other families get care. This policy explains how cancellations and missed visits work at Therapy Clubhouse, and it matches the Attendance and Cancellation Policy you sign in your intake packet.

Canceling or Rescheduling

Please give us at least 24 hours’ notice when you need to cancel or reschedule a session. Call or text (805) 702-3427 or email info@therapyclubhouse.com and we will find a new time that works for your family. Notice can be sent at any hour and counts from the time our phone or email system records it. Please reach the office directly rather than your therapist, since therapists are usually in sessions and may not see a message in time.

Late Cancellations and No-Shows

Cancellations made with less than 24 hours’ notice, and missed appointments without notice, are subject to the applicable cancellation fee disclosed in your intake paperwork before services begin. The fee applies to any missed appointment, including evaluations. Please contact our office with questions about your fees.

Every client gets one waived late-cancellation or missed-session fee each calendar year, and we apply it automatically to the first fee.

Late Arrivals

If you arrive within 15 minutes of your scheduled start time, we will go ahead with the session. It still ends at its originally scheduled time so the day stays predictable for every family, and it is billed at the standard session rate. If the session has not begun within 15 minutes of the scheduled start time, the appointment is treated as a missed session and the fee above applies, whether or not you have contacted us. For telehealth, your child is present once the child and a responsible adult have joined the session. For sessions in your home, your child is present once the child and a responsible adult are available at the scheduled start time.

Illness and Emergencies

Please keep your child home if they are sick. We understand that illness, family emergencies, and other circumstances beyond your control happen, and we may waive a fee when they do. If you think a fee should be waived, call the office and talk to us. In many cases we can also convert a session to telehealth so your child keeps momentum without spreading germs.

If We Cancel

If your therapist is ill or unavailable, we will notify you as early as possible, charge no fee of any kind, and offer a make-up session where scheduling permits or a telehealth alternative, at no cost to you.

Attendance

If a client has three or more missed sessions or late cancellations within any rolling 90 days, we will reach out to talk about whether the current appointment time still fits your family. Cancellations made with 24 or more hours’ notice, and sessions we cancel, do not count toward that total. If attendance concerns continue, the recurring appointment time may be released and services may be placed on hold. We will always give written notice first, stay available for urgent clinical needs for 15 days after that notice, and provide referrals on request. We know that illness, emergencies, and unexpected weeks happen, and we take individual circumstances into account.

Regional Center and Medi-Cal

If a service is authorized and funded by a Regional Center or by Medi-Cal, no cancellation or missed-session fee is charged for that service, to the funding program or to your family. Services your family pays for privately remain subject to this policy, and the attendance expectations above still apply.

How Fees Are Billed

Missed-session and late-cancellation fees are billed to your family and are never submitted to insurance. Any superbill or statement we issue reflects the service actually provided. Before charging a card on file we send written notice by email at least three business days ahead, stating the amount and the reason, and if you write back to dispute it in that window we hold the charge and respond before processing it. Keeping a current card on file is a condition of holding a recurring appointment time. If we do not have one on file, we invoice instead.

Questions

If something comes up, or a fee would create a hardship for your family, talk to us. We will always try to find a solution. Call (805) 702-3427 or see our FAQ for more about scheduling.