Cancellation Policy Disclaimer

Cancellation and Late Arrival Policy

Defining the Policy

We at Pain & Performance Coach LLC ask that physical therapy patients and training clients give notice of an appointment cancellation by 11:59 pm the day before an appointment. During pre-registration our intake forms include a form that patients and clients are required to e-sign (in order for care/coaching to be provided) that clearly outlines that they are taking responsibility to comply with this policy or be charged a fee. The point of this policy is to be able to most easily accommodate all patients with times that work for them. So if for example we know the day before that one person has canceled their appointment, it is far easier to give someone else notice that a spot they'd prefer has opened up. Such fees are very typical with medical and healthcare practices.

Different Types of Cancellation Situations

Late Cancel Fee

If a patient/client cancels their appointment on the day of an appointment up until a minute prior to the appointment, then they are assessed an $80 fee. That's a traditional late cancel and we give ample time to cancel. A patient can reschedule within the same week unless it's on a Friday to avoid this fee, but they may not cancel that appointment afterwards otherwise they will be assessed a full no show fee (cited below).

No Show Fee

If a patient/client cancels their appointment from the start time of the appointment and after or simply doesn't show up to the appointment without notice, then this is classified as a no show. In these cases the person would be assessed a $175 fee. That's equivalent to our individual follow up visit rate and again such a fee is standard for medical and healthcare practices.

Late Arrival Fee

If a patient/client arrives 15 minutes or more late to their appointment relative to the scheduled start time of that appointment then they could be assessed a fee of $50 for the first 15 min delay and an additional $50 for each 8-15 min delay beyond the first 15 minutes. If the patient/client arrives more than 30 minutes late, then that is considered a no show and the person will be assessed the full no show fee of $175 as cited above.

Three Strikes Policy

If a patient/client late cancels and/or no shows three times in the span of eight weeks, then they will no longer be able to schedule further appointments unless they can provide a viable medical justification.

Disclaimer

The information cited is also included on our intake forms and every patient/client seen must sign these forms prior to starting care/training with Pain & Performance Coach. As of 03/31/2026 fees can not be assessed to patients with Medicare or Medicaid but two subsequent late cancels/no shows will lead to a cancellation of future appointments and the patient will be subsequently be barred from scheduling further appointments.

The Company assumes no responsibility for errors or omissions in the contents of this page.

Upon violation of this policy, payment must be collected prior to the next visit and before future appointments can be scheduled.