Cancellation / No-Show Policy for Doctor Appointment, Evaluations and Vision Therapy

We understand that there may be times when you are unable to attend a scheduled appointment due to emergencies, illness, work, or family obligations. However, each appointment time is reserved exclusively for you, and missed appointments, especially without sufficient notice, limit our ability to serve other patients in need of care. In order to maintain a high standard of service and accountability for all our patients, the following policies apply:

Late Arrival – Doctor Appointments or Evaluations

Timeliness is essential for maintaining the flow of our schedule. If you arrive 15 minutes or more past your scheduled appointment time, we may need to reschedule your appointment. Please contact us as soon as possible if you anticipate being late so we can assess whether accommodations can be made.

Late Arrival – Vision Therapy Sessions

While we understand that delays can happen, we encourage you to call our office if you’re running late. Partial attendance is preferable to missing the session entirely. Please note that if you cancel within 24 hours of the scheduled time, the cancellation fee will still apply.

Cancellation With Notification for Vision Therapy Sessions, Doctor Appointments, Progress Evaluations

If an appointment is not cancelled or rescheduled at least 24 hours in advance, you will be charged a fee of $35.00. This fee will not be covered by your insurance company. This fee is not reimbursable by insurance providers or covered under workers’ compensation benefits.

Missed Appointments Without Notification – Vision Therapy Sessions

If an appointment is missed without prior notice, a makeup session may not be available. We understand emergencies happen, and in such cases, our team will review the situation with the attending doctor to find the best way to support you.

Repeated missed appointments may result in the patient being removed from our schedule. To maintain fairness and consistent treatment progress, the following fee schedule applies:

  • First missed appointment – $35 fee billed to your account
  • Second missed appointment – $45 fee billed to your account
  • Third missed appointment – $55 fee billed to your account

We look forward to supporting your progress and consistency in our program. When you’re ready to commit to regular attendance, we’ll be happy to ensure your appointments are scheduled accordingly. Please note that fees are assessed per appointment scheduled.

Virtual Sessions

We offer virtual vision therapy appointments to ensure continued care and scheduling flexibility. Please communicate with our team if you require virtual sessions due to travel, illness, or other circumstances.

Make-Up Sessions

All make-up sessions must be completed within two (2) weeks of the original missed appointment. If a make-up session needs to be rescheduled or missed again, please note that we won’t be able to offer an additional make-up, and the session will be considered forfeited.

Extending Sessions Beyond Program End Date

While we understand that certain situations such as illness, vacations, work or school obligations may affect your regular attendance, all therapy must be completed by the agreed-upon program end date. However, limited flexibility is built into the structure of our programs to accommodate planned absences:

  • 12-week Vision Therapy Program:

    • One (1) additional week may be added to the end of the program to make up for a known absence (e.g., vacation or pre-scheduled conflict). This request must be arranged at the time of initial session scheduling.
    • If a patient anticipates more than one absence, the additional missed sessions must be scheduled as make-up sessions and it may only be scheduled up to two (2) weeks in advance.
  • 24-week Vision Therapy Program:

    • Up to two (2) additional weeks may be added to the end of the program for known, planned absences (e.g., vacation or pre-scheduled conflict). This request must be arranged at the time of initial session scheduling.
    • If a patient anticipates more than two absences, the additional missed sessions must be scheduled as make-up sessions and limited to booking up to two (2) weeks in advance.
  • Approval for Exceptions:

    • Any request for more than the allowable number of added weeks at the end of the program requires pre-approval from the doctor or the office manager before scheduling.
    • A formal request form must be completed by the guardian or patient stating the reason for the additional sessions. This form will be reviewed by our team, and approval will be determined based on clinical and scheduling considerations.
    • Requests should be submitted as early as possible to allow sufficient time for review.

We kindly request that families plan carefully and communicate any foreseen absences during the setup of the session calendar. Consistency and timeliness are essential for achieving the best outcomes in vision therapy.

If you have any questions regarding these policies, or if you anticipate the need for additional accommodations, please reach out to our administrative team. We are here to support your family while ensuring each patient receives high-quality, uninterrupted care.

We truly value the opportunity to work with you and your family. Helping you achieve stronger vision skills and a more confident, fulfilling life is at the heart of everything we do. Your success matters deeply to us, and we’re here to guide and cheer you on every step of the way.

Thank you.

The Vision Development Team