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Cancellation & No-Show Policy

By 08/27/2025 Uncategorized

Cancellation & No-Show Policy

Massage and Acupuncture Services 

Your appointment time is reserved just for you.

A late cancellation or missed visit leaves a hole in your provider’s day that could have been filled by another patient in need of care. We staff our clinic with the best providers by offering them competitive salaries- including paying our providers even when the patients fail to show for their scheduled appointments. To keep our schedule fair and accessible for everyone, along with being able to afford to staff the best providers, we have the following cancellation and no-show policies:

1. Notice Required for Cancellation

  • We require at least 24 hours notice for any cancellation or rescheduling of appointments.

  • Notice given less than 24 hours before the appointment is considered a late cancellation.

  • We charge a late cancellation fee of $40 for appointments cancelled between 24 and 1 hour before the appointment

  • We will bill the credit card on file for late cancellations

2. What Counts as a No-Show

  • Cancelling within 60 minutes of your appointment time, or simply not arriving for your scheduled visit, is considered a no-show.

  • Because there is no way for us to fill the appointment at such short notice, no-shows will be charged the full appointment fee.

  • We will bill the credit card on file for a no show (or cancelled appointment within 1 hour of scheduled appointment time)

3. Unexcused Reasons for Missed Appointments

While we understand that life can be unpredictable, the following reasons are not considered excused under our cancellation and no-show policy, and patients will still be charged the applicable fee:

  • Childcare issues or last-minute changes in childcare

  • Work schedule changes, meetings, or being asked to stay late

  • Traffic, transportation delays, or car trouble

  • Forgetting the appointment

  • Oversleeping or running late from another obligation

  • Personal errands, social events, or travel conflicts

  • Feeling “too busy” or double-booking commitments

  • Weather (unless there is a state-issued travel ban or unsafe conditions confirmed by the practice)

  • Family obligations (last-minute visiting relatives, caring for pets, waiting for a delivery/repair person)

  • Financial reasons (“I can’t afford it today” or “I forgot my wallet”)

  • Misunderstanding appointment time (unless the error was on our end)

  • “I thought it was tomorrow/next week” (misremembering or not checking reminders)

  • Wanting to switch to a different provider or service at the last minute

  • Weather-related anxiety or seasonal inconvenience (rain, snow, cold) without unsafe conditions

  • Forgetting transportation arrangements (ride didn’t show up, didn’t book transportation in time)

We are a small practice and set aside time just for you. Out of respect for our providers and other patients who are waiting for care, these reasons cannot be exempted from our policy.

4. Fees for Missed Appointments

  • Late cancellations (less than 24 hours notice): Charged the standard cancellation fee to the card on file or billed via email.

  • No-shows (including last-minute cancellations within 60 minutes of appointment): Charged the full fee of the missed appointment.

  • If we are unable to contact a patient after a no-show, any future scheduled appointments may be cancelled until we hear from you.

5. Custom Orders

  • Occasionally, we custom order herbs and supplements with patient permission.

  • Payment is required upfront for all custom orders.

  • No returns or refunds are allowed on custom-ordered products.

6. Veterans Appointments 

As a contracted provider for the U.S. Department of Veterans Affairs, we are honored to support the health and healing of veterans. We kindly remind you of the importance of adhering to our 24-hour cancellation policy.

  • Per our agreement with the VA, we are not permitted to charge for missed appointments.

  • Repeated no-shows or late cancellations will result in the discontinuation of your authorization to receive care at our clinic.

We deeply value your participation in your healing process and urge you to let us know as soon as possible if you are unable to attend a scheduled appointment. We want to continue supporting your wellness, and appreciate your commitment to keeping your scheduled visits.

The Team at Integrative Acupuncture