Late Cancelation and "No Show" Policy

Below you'll find our Late Cancelation and "No Show" Policy. This policy helps us ensure our therapists are paid equitably and reliably for their time and work, independent of unforeseen and foreseen events in the lives of our clients that may cause them to not attend scheduled therapy sessions. By scheduling with a therapist at Trailhead, clients agree to abide by this policy.

Individual session rates (referred to also as "full rate" or "private pay rate") will range from $50-$200, depending on therapist assignment and the therapist’s licensing level, experience, trainings, and certifications. Rate changes may be made with therapist's approval. I acknowledge that my therapist's session rate has been communicated to me.

Cancellations/Reschedules

If you need to cancel or reschedule an appointment, please do so one full business day (24 hours) before your scheduled appointment (Monday appointments need to be canceled the Friday before) and during our customer support hours. If you fail to cancel or reschedule within one business day during customer support hours, this will be considered a Late Cancel and you will be charged the full amount the morning of your scheduled session. Pro bono appointments that are canceled within 24 business hours of the appointment will be charged the therapist’s rate for that appointment.

Intensives: There is a 30 day cancellation policy for all intensives. If you cancel within 30 days
of the start date, you will receive 50% of your deposit back. If you cancel within two weeks of he start date, you forfeit your deposit.

No-Show
If you do not show up for a scheduled appointment (that you have not called to cancel), you will be charged the full fee for the session. If you tend to forget appointments you can log into your secure Client Portal to see all upcoming sessions. We also have the ability to send out a reminder of the date of your upcoming appointment. However, you are responsible for keeping track of and attending your sessions.

I understand that if I am utilizing insurance or third-party pay and I violate the TTC's Cancelation Policy by either not showing up for my session or canceling my session fewer than twenty-four business hours before the scheduled start time of my session, I will be charged directly for the therapist's FULL RATE (not just my insurance co-pay) of the appointment to the card on file. As such, I understand that even if I am utilizing third-party or insurance pay, it is my responsibility to know my therapist's full session rate and to provide a credit card to keep on file in the secure credit card portal.

If I utilize insurance, I understand that if I am more than 10 minutes late to a session, this may cause my therapist to be unable to bill the full cost of the session to insurance, and the therapist will not bill insurance for an abbreviated session. I understand that in this event, I will be responsible for paying my therapist’s full session rate, which will range from $50-$200, depending on therapist assignment and the therapist’s experience, trainings, and certifications. Exceptions may be made by therapist approval.