What If I Book an Appointment and Then Back Out?

Canceling or rescheduling a mental health appointment happens, and that’s okay. Here’s what you need to know:

Notify early: Most providers, like Televero Health, require at least 24–48 hours’ notice to avoid a $75 fee.
How to cancel: Use the patient portal, call, or email directly. Initial evaluations need a phone call.
Emergencies: Fees may be waived for urgent situations if you communicate promptly.
Frequent cancellations: Missing three or more appointments in six months could lead to discontinued services.
Guilt is normal: Canceling can feel uncomfortable, but it’s better to reschedule than attend unprepared.

Timely communication and tools like reminders or patient portals make managing appointments easier while maintaining a strong relationship with your provider.

Anxiety About Going to Therapy? [CC English & Español & Português] | Kati Morton

How Virtual Mental Health Appointments Work

At Televero Health, the process for virtual mental health appointments varies depending on whether you’re a new or existing patient. Understanding how this works can help you navigate cancellations or rescheduling more smoothly, especially when unexpected situations arise.

For new patients, the first step is scheduling an initial evaluation by calling the care team directly. This phone-based process ensures new patients receive personalized guidance through the intake process and have any questions answered before their first session.

If you’re an established patient, scheduling follow-ups becomes much easier. After your initial session, you can book future appointments conveniently through the patient portal at a time that works best for you.

Televero Health operates from 8:00 AM to 7:00 PM, Monday through Saturday (excluding holidays). To help you stay on track, the platform sends three reminders – via email or text – plus a session link 30 minutes before your appointment.

Common Reasons People Cancel Appointments

Life happens, and there are plenty of reasons why someone might need to cancel a therapy appointment. Work emergencies, family responsibilities, health concerns, and even technical issues are among the most common.

Family-related situations – like caring for a sick child, unexpected car trouble, or last-minute caregiving duties – can throw off even the most carefully planned schedule. On top of that, health challenges, whether physical or mental, can sometimes make attending a session feel overwhelming or unproductive.

Weather can also play a role, as poor conditions may disrupt power or internet connectivity. Emotional readiness is another factor; it’s not unusual for patients, particularly those new to therapy, to feel unprepared or vulnerable on the day of their session. Scheduling conflicts, like overlapping medical appointments or unanticipated travel, can also lead to cancellations.

Technology issues are another hurdle. Some patients may struggle with video call platforms or encounter device malfunctions. Financial concerns, such as unexpected expenses affecting the ability to cover copays or fees, can also lead to last-minute changes.

Why You Should Contact Your Provider Quickly

Whatever the reason for a cancellation, it’s crucial to let your provider know as soon as possible. Notifying them promptly has several benefits. For one, it opens up your time slot for another patient and helps you avoid the $75 cancellation fee.

Timely communication also strengthens your relationship with your provider. Therapists understand that life is unpredictable, but being upfront about scheduling conflicts shows mutual respect and helps build trust.

"We value your time and ours, and strive to provide timely care for all our patients. To help us do this, we kindly request at least 24 hours’ notice if you need to change or cancel your appointment. This allows us to offer the slot to another patient in need."

From a logistical perspective, early notification allows your provider to adjust their schedule more effectively. Better communication can significantly reduce disruptions. For instance, Ortho NorthEast saw a 40% drop in no-shows within four months by improving communication practices. Similarly, Jane Pauley Community Health Center reduced no-shows by 31% by using automated text reminders that allowed patients to respond directly.

To avoid the $75 fee, contact Televero Health at least 24 hours before your appointment. For initial evaluations, you’ll need to call the care team directly. Established patients can make changes to follow-up appointments through the patient portal.

Cancellation and Rescheduling Rules

Before booking an appointment, it’s important to check your provider’s cancellation policies. This helps you avoid unexpected fees and manage your schedule effectively. Many mental health practices require advance notice for cancellations, allowing them to fill the vacant time slot. Let’s look at the general rules for cancellations and how Televero Health manages them.

Typical Cancellation Rules

Most mental health providers ask for 24 to 48 hours’ notice to cancel or reschedule an appointment. This notice period gives them time to offer the slot to another patient. If you cancel without enough notice, you’ll likely be charged a fee equal to the cost of the session. Additionally, showing up more than 15 minutes late may result in your appointment being canceled and a fee being applied.

How Televero Health Handles Cancellations

Televero Health

Televero Health follows similar rules but includes specific protocols for different appointment types. They enforce a 24-hour notice policy for all changes, whether you’re canceling, rescheduling, or adjusting your session time. Initial evaluations require direct communication with the care team, while follow-up appointments can be managed through the patient portal.

"Any appointment, missed or cancelled within 24 hours or the appointment time, will incur a seventy-five dollar ($75) fee."

If you cancel, reschedule with less than 24 hours’ notice, fail to show up, or arrive more than 15 minutes late, you’ll be charged a $75 fee. This fee isn’t covered by insurance and will be billed directly to the payment method you have on file.

For initial evaluations, you must contact the care team directly to make changes. Canceling these evaluations through the patient portal will automatically result in the $75 fee. For follow-up appointments, as long as you meet the 24-hour notice requirement, you can make changes through the portal without penalty.

Make sure you have a valid payment method on file. If an appointment is canceled due to missing payment information, the $75 fee will still apply.

Televero Health also has a policy for patients who frequently miss appointments. If you miss three or more appointments within six months, they may discontinue your services.

If you believe you’ve been charged a cancellation fee by mistake or if you’re facing financial difficulties, you can submit a Patient Assistance Form through Televero Health’s website. Their billing team will review your case and decide if adjustments can be made.

How to Contact Your Provider About Changes

When it comes to canceling or rescheduling mental health appointments, clear and timely communication is vital. How you inform your provider about these changes can make the process smoother and avoid unnecessary issues. Here’s a guide to help you handle appointment changes effectively.

Best Ways to Cancel or Reschedule

One of the easiest ways to manage your appointments is through Televero Health’s patient portal, which allows you to cancel or reschedule with just a few clicks.

If you need immediate confirmation or have questions about rescheduling, a phone call is often the best option. Some providers also accept text messages for cancellations, but it’s always a good idea to confirm if this method is acceptable. Email is another reliable choice, especially since it provides a written record of your communication. However, make sure you’re using a secure, HIPAA-compliant platform when sharing health-related details.

Timing is another crucial factor. As Jimmie Cruz emphasizes:

"The longer you wait to cancel your appointment, the more you are inconveniencing the person you are meeting with. Giving plenty of notice will show that you respect them and their time."

By choosing the right communication method and acting promptly, you can ensure your provider receives your update without delay.

What to Include in Your Cancellation Message

When reaching out to cancel or reschedule, your message should be polite, professional, and to the point. Start by introducing yourself and providing the specifics of your appointment, like the date, time, and type of session.

Keep your explanation brief and respectful. A simple reason such as "due to a family emergency" or "illness" is enough. Including an apology and offering to reschedule shows consideration for your provider’s time. If possible, suggest alternative dates and times to make the process easier.

Here’s a helpful structure for crafting your message:

Start with a greeting and identify yourself: "Hello, this is [Your Name]. I need to cancel my appointment scheduled for [date] at [time]."
State a brief reason: "Due to [brief explanation]."
Apologize for any inconvenience: "I apologize for any inconvenience this may cause."
Offer to reschedule: "I’d like to reschedule for [alternative dates/times]."
Include contact details: "Please let me know what works best."

Taking the time to write a thoughtful message can help maintain a positive relationship with your provider. As Karlee Reistroffer puts it:

"A cancellation done hastily or without proper consideration can leave clients feeling undervalued and disrespected. On the other hand, a professionally crafted message demonstrates empathy, reliability, and a commitment to customer satisfaction, strengthening the bond between the business and its clientele."

Handling Emergency Cancellations

Emergencies happen, and sometimes you may need to cancel at the last minute. In these cases, immediate communication is crucial. Start by calling your provider right away. If you can’t get through by phone, use multiple channels – like the patient portal, email, or text message – to ensure your message is received.

Briefly explain the emergency so your provider understands the situation. If rescheduling is possible, mention that you’d like to set up a new time. For example, if you miss a video session, you might ask if a phone session could work as a backup.

The key here is urgency. The sooner you inform your provider, the better they can adjust their schedule and accommodate other clients who need care. This approach also aligns with Televero Health’s 24-hour notice policy, ensuring you remain respectful of their time and resources.

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Dealing with Guilt or Anxiety About Canceling

Canceling a mental health appointment can stir up feelings of guilt, anxiety, or unease. These emotions are far more common than you might realize and are completely valid. While keeping a consistent schedule is important, it’s equally essential to manage the emotional weight that can accompany a cancellation. Let’s break down why these feelings arise and how to handle them.

Why You Might Feel Guilty About Canceling

Feeling bad about canceling a session is something many people encounter in their mental health journey. You might worry about disappointing your therapist or feel like you’re failing to meet certain expectations. For some, it stems from a habit of prioritizing others’ needs over their own, making the act of canceling feel selfish – even when it’s a necessary step for your well-being.

Therapist Grahame Cossum sheds light on this dynamic:

"You are not concerned about wasting the therapist’s time. This is about you not feeling deserving enough of their time. This is probably part and parcel of why you are seeing a therapist in the first place."

This perspective highlights how deeply personal these feelings can be, often tied to the very reasons someone seeks therapy.

How to Manage Guilt and Worry

Start by reminding yourself that canceling an appointment is okay. If you’re not in the right headspace, it’s better to reschedule than force yourself through a session that may not be productive. Acknowledge your feelings without judgment, and communicate with your provider briefly when rescheduling. Self-criticism won’t help – what matters is recognizing that prioritizing your mental health is never the wrong choice.

Trust your instincts. You know your emotional state better than anyone else, and honoring that understanding is a form of self-care. Instead of fixating on the guilt of canceling, shift your focus to finding a new appointment that aligns better with your current needs. If these feelings persist, consider bringing them up with your therapist. Discussing these emotions can help set clearer expectations and make the process less stressful.

Addressing Frequent Scheduling Issues with Your Therapist

If you find yourself canceling often, it’s worth having an open conversation with your provider. Together, you can explore adjustments to your treatment plan, such as changing the frequency or timing of sessions, to better fit your life. This kind of collaboration can ease scheduling challenges and ensure your therapy remains effective.

Therapists understand that life can be overwhelming at times. By addressing these concerns together, you can strengthen your therapeutic relationship and develop strategies to manage appointment-related stress. This way, you can focus on your mental health without carrying the extra weight of guilt.

Tools to Make Appointment Management Easier

Managing appointments is a breeze with Televero Health’s digital tools. These tools are designed to simplify scheduling, rescheduling, and canceling appointments, giving you more control over your care schedule. They also help reduce the stress that can come with unexpected changes and work seamlessly with the scheduling practices already discussed.

How to Use Televero Health’s Patient Portal

The Televero Health patient portal is your go-to hub for managing all aspects of your mental health care. Accessible at televerohealth.com/portal, this secure platform ensures your information stays protected while giving you the tools you need to manage appointments.

For follow-up appointments, the portal allows you to make changes in line with the cancellation policies. This flexibility ensures you can adjust your schedule without the hassle of last-minute stress.

However, if you need to adjust your initial evaluation appointment, you’ll need to contact Televero Health directly at 956-5003. This approach ensures that your first assessment gets the attention it requires, avoiding potential scheduling conflicts that could delay your care.

The portal also simplifies practical tasks that could otherwise complicate your appointments. You can securely update your payment information, share documents, and communicate directly with your providers – all in one place.

Scheduling Apps and Digital Tools

Televero Health offers additional digital tools to help you make informed decisions about your appointments. For instance, their free self-evaluation tool can help you assess your current well-being. This is particularly helpful if you’re unsure whether to keep or reschedule an appointment.

With mobile access, you can manage your appointments from anywhere, making it easier to stay on top of your schedule and avoid missed sessions. The platform also offers same-day appointments when available, so canceling doesn’t necessarily mean waiting a long time for your next session.

To keep you organized, the system sends reminder emails and text messages before each appointment. These notifications give you plenty of time to confirm or make any necessary changes.

Keeping Your Information Current

Beyond scheduling, keeping your records up to date ensures smooth care. Outdated contact information can lead to missed reminders, while incorrect insurance details might result in billing issues that disrupt your care.

Make it a priority to update any changes to your contact details immediately. This ensures you receive appointment reminders and important communications from your provider. The portal makes these updates secure and straightforward.

Additionally, verifying your insurance information through the portal can help prevent unexpected costs or coverage issues that might force you to cancel appointments. By keeping this information accurate, you can focus more on your mental health and less on administrative concerns.

The portal operates in a secure, HIPAA-compliant environment, so you can confidently update sensitive information, knowing your privacy is protected.

Making Smart Decisions About Your Appointments

When deciding whether to cancel or reschedule an appointment, take a moment to assess your emotional and physical state, your relationship with your therapist, and how your therapy is progressing. If you’re feeling too drained, unwell, or overwhelmed to engage meaningfully, it might be better to reschedule rather than attend without being fully present.

Think about your connection with your therapist. If you’re feeling temporarily disconnected, bring it up during your session – it’s something you can work through together. However, if that disconnection feels persistent, it might signal a deeper issue, like a mismatch with your therapist, that needs to be addressed. Practical concerns, like a lack of privacy, scheduling conflicts, or financial challenges, can also justify rescheduling. That said, maintaining consistency is key to making progress in therapy. Frequent cancellations can interrupt your momentum, so it’s worth exploring alternatives before deciding to skip an appointment.

"The therapist’s job is to figure out what can be done and to explore if being in therapy with this therapist at this time is a good idea." – Abby Ives, Psychotherapist

If you’re hesitant about attending, don’t shy away from discussing your concerns with your provider. Whether you’re avoiding difficult emotions or feeling resistant to the process, these are natural reactions – and talking about them can improve your treatment plan. Televero Health’s digital tools make this process easier, offering a streamlined way to reschedule when needed.

With Televero Health, you can use the patient portal to adjust follow-up appointments or call 956-5003 to schedule initial evaluations, all while adhering to the 24-hour cancellation policy. These tools are designed to keep your care on track while accommodating the occasional need for flexibility.

Open communication with your therapist is crucial when managing appointment changes. By discussing scheduling conflicts, financial concerns, or your progress openly, you empower your provider to tailor your care more effectively.

Interestingly, 75% of patients say that having access to online booking and rescheduling options makes them more likely to attend their sessions. By combining Televero Health’s digital solutions with honest conversations with your therapist, you can make thoughtful choices that support your mental health journey.

FAQs

What should I do if I need to cancel or reschedule my mental health appointment due to an emergency?

If an emergency arises and you need to cancel or reschedule your mental health appointment, make sure to inform your provider as soon as you can – ideally at least 24 hours beforehand. Most providers understand that unexpected situations happen and may waive cancellation fees if you reach out promptly and explain the circumstances.

To steer clear of extra fees, familiarize yourself with your provider’s cancellation policy in advance. Tools like patient portals or scheduling apps can help you make changes quickly and efficiently. Open and honest communication is essential, whether you’re rescheduling or exploring other options with your provider.

What’s the best way to cancel or reschedule an appointment without feeling guilty?

If you need to cancel or reschedule an appointment, it’s important to communicate clearly and courteously with your provider. Share the reason for the change honestly and let them know as early as possible so they can adjust their schedule accordingly. A simple expression of gratitude for their understanding can help maintain a good relationship.

Feeling guilty? Keep in mind that providers know life happens and value open communication. Suggesting a new time or offering to reschedule demonstrates that you respect their time and remain committed to your care. A respectful and prompt approach not only makes the process smoother but also helps preserve trust with your provider.

How can I stay on top of my mental health appointments and avoid frequent cancellations?

Managing your mental health appointments efficiently can go a long way in minimizing cancellations. Using reminders – whether through email, text messages, or calendar notifications – can help ensure you don’t accidentally miss a session. Many providers also make it easier by offering online tools like patient portals or apps, which allow you to reschedule with minimal hassle if something comes up.

If the thought of rescheduling makes you feel uneasy or guilty, it’s important to communicate openly with your provider. They’re there to work with you and can help find a time that fits your schedule better. It’s also worth reviewing their cancellation policy in advance. Knowing the rules can help you avoid unexpected fees or issues. Taking these small but intentional steps can help you stay on track with your care and make the process less stressful.