Office Policy and Procedure

Canceled or Missed Appointments

Due to the nature of counseling services, we never overbook our schedules. We require 24-hours notification of cancellation. We charge the full cost of the missed session for any appointment not canceled 24-hours in advance. If you are more than 15 minutes late for your scheduled appointment, you may be asked to reschedule for another day and you will be charged the full cost of the session. These fees are immediately due by you.

Please note that two or more instances of missed appointments without notifying our office may result in termination of services. In the event of inclement weather, as determined by the local school district, the cancellation fee may be waived. To have your fee waived you must our office prior to your appointment to notify the therapist that you will not arrive due to inclement weather. You are financially responsible for the time you have reserved with your therapist. This is necessary because a time commitment is made to you and is held exclusively for you. If you are late, you may lose some of that session time.


Termination & Transfer Plans  Ending relationships can be difficult. Therefore, it is important to have a termination process in order to achieve some closure. The appropriate length of the termination depends on the length and intensity of the treatment. I may terminate treatment after appropriate discussion with you and a termination process if I determine that the psychotherapy is not being effectively used or if you are in default on payment.  I will not terminate the therapeutic relationship without first discussing and exploring the reasons and purpose of terminating. If therapy is terminated for any reason or you request another therapist, I will provide you with a list of qualified psychotherapists to treat you. You may also choose someone on your own or from another referral source.  ​  Should you fail to schedule an appointment for three consecutive weeks, unless other arrangements have been made in advance, for legal and ethical reasons, I must consider the professional relationship discontinued. In the event of incapacitation, death, or termination of a therapist’s practice at Soul City Therapy during your care, your records will remain in our possession and a new therapist will be made available to you. If you desire to transfer care outside of our practice, you may sign a release of records and we will release a standard extract from your file to the initial intake and most resent progress notes. It is our standard policy to release records directly to another provider. Any variance will be arranged by the designee.  ​ 

 Minors  If you are between the ages of 12 and 18, the law may provide your parents the right to examine your treatment records if after being informed of your parents’ request to examine your records, you do not object or your therapist does not find that there are compelling reasons for denying the access to the records. Notwithstanding the above, your parents are always entitled to the following information: current physical and mental condition, diagnosis, treatment needs, services provided, and services needed. Before giving them any information, your therapist will discuss the matter with you, if possible, and do their best to handle any objections you may have with what is prepared to discuss.  ​  

Changes to the Terms of this Notice  We can change the terms of this notice, and the changes will apply to all information we have about you. The new notice will be available upon request, in our office, and on our web site.