A cancelled appointment hurts three people: you, your therapist, and another client who could have potentially utilized your time slot. Therapy sessions are scheduled in advance and are a time reserved exclusively for our clients. When a session is cancelled without adequate notice, we are unable to fill this time slot by offering it to another current client, or a client on the wait-list.
Except for emergency situations, all appointments must be cancelled at least 24 hours in advance by calling or emailing. We consider the following to be examples of NON EMERGENCY reasons to cancel an appointment: vacations, prescheduled doctor appointments, family events, parties, recreational events, after school activities, lack of baby sitter, car trouble, traffic, holiday weekend, school holiday, day before or after a holiday, schedule conflict, and sibling illness.
Discharge due to frequent cancellations:
If you cancel 50% (or more) of scheduled sessions within a 1-month period, The Learning Sphere reserves the right to cancel all future appointments.
Appointments that are not cancelled at least 24 hours in advance of the scheduled appointment will be charged a late cancellation fee of $50.
No Show without Notification: All appointments that are missed without notification will be charged 50% of the rate of the missed appointment. This fee is not covered by insurance or other third party payer and must be paid in full no later than your next appointment.
Patient will not be seen if late cancellation fee has not been paid. Missed visits in a group therapy session will be charged the rate for that session. This fee is not covered by insurance or other third party payer and must be paid in full no later than your next appointment. Patient will not be seen if late cancellation fee has not been paid.
In case of emergency (sudden illness, death in family, hospitalization, emergency doctor visit), appointment must be cancelled as early as possible prior to appointment time. There is no charge for an emergency related cancelled appointment.
Please keep your child at home for 24 hours after the last occurrence of fever, vomiting, or diarrhea. Use your best judgement if your child is sneezing, coughing, or has a runny nose and is not able to cover a cough or use a Kleenax by him/herself. You will not be charged a cancellation fee if you have an 85% attendance rate or a doctor’s note.We appreciate your understanding and will be happy to reschedule your appointment. We have a 24-hour answering service/email, please contact us at any hour and leave a message.
The Learning Sphere reserves the right to cancel or reschedule appointments in the event of inclement weather. We follow the same inclement weather policy as Spring Branch ISD. If Spring Branch ISD closes for the day, we will cancel all appointments for that day. Please contact us to reschedule in the event of a weather related cancellation.
A 3% fee will be deducted from any requested credit card refunds ( in order to cover the cost of our transaction fees).