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LH Sport Therapy Cancellation Policy

Guidance for Clients on Appointment Changes and Fees

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Introduction

At LH sport therapy, we are dedicated to providing high-quality care and personalised service to each of our clients. Our therapists strive to ensure that every session is tailored to your unique needs, and that appointments run smoothly and efficiently. To achieve this, we have implemented a cancellation policy designed to protect both our clients and practitioners, optimise scheduling, and maintain a fair system for all.

Policy Overview

Appointments are reserved specifically for you. In order to maintain the quality of service and availability for all clients, we require a minimum of 24 hours’ notice for any cancellations or changes to scheduled appointments. This policy allows us to reschedule appointments efficiently and offer your reserved slot to clients who may be waiting for treatment.

  • 24-Hour Notice Required: Cancellations or rescheduling should be made at least 24 hours before your scheduled appointment time.

  • Late Cancellation Fee: If you cancel or reschedule your appointment with less than 24 hours’ notice, a charge of 50% of the session fee will be incurred.

  • No-Show Fee: If you fail to attend your scheduled appointment without providing any notice, the full session fee will be charged.

Purpose of the Policy

The cancellation policy serves several important purposes:

  • Ensuring availability: When appointments are cancelled in advance, other clients who need immediate therapy can use the available slots.

  • Respecting practitioners’ time: Our therapists prepare for each session and dedicate time exclusively to your care. Late cancellations and no-shows disrupt their schedules and reduce opportunities for other clients.

  • Promoting fairness: The policy ensures that appointments are managed fairly and consistently for all clients.

  • Clinic sustainability: Missed appointments without proper notice can result in lost revenue, affecting the clinic’s ability to provide affordable, high-quality care.

How to Cancel or Reschedule

To cancel or reschedule your appointment, please contact us via one of the following methods:

  • Phone: Call our clinic reception during business hours.

  • Email: Send a message to our dedicated booking email address.

  • Online portal: Use the link provided in your confirmation email to cancel your appointment.

 

We recommend cancelling or rescheduling as soon as possible if you anticipate a conflict. Providing more than 24 hours’ notice when possible, helps us accommodate other clients and maintain an efficient schedule.

Details of Charges

Late Cancellation (Less than 24 Hours’ Notice)

If you cancel or reschedule your appointment with less than 24 hours’ notice, you will be charged 50% of the cost of your scheduled session. For example, if your session fee is £50, a late cancellation will incur a fee of £25. This fee is applied regardless of the reason for cancellation, except in cases of true emergencies (see “Exceptions”).

No-Show (Failure to Attend Without Notice)

If you fail to attend your appointment without providing any prior notice, the full session fee will be charged. For example, if your session fee is £45, you will be charged £45 for a missed appointment. This policy is in place to discourage missed appointments without prior communication.

Exceptions and Special Circumstances

We understand that unforeseen emergencies and genuine extenuating circumstances can occur. If you are unable to attend your appointment due to a medical emergency, or an unavoidable event, please contact us as soon as possible. Exceptions to the cancellation fee may be considered at the discretion of clinic management, provided appropriate documentation or explanation is given.

How Fees Are Processed

Cancellation and no-show fees will be processed through the same payment method used to book your appointment or invoiced directly if payment has not been made in advance. Please speak to a practitioner if you have questions about payment or wish to update your method of payment.

Repeated Cancellations or No-Shows

Frequent late cancellations or missed appointments may affect your ability to book future sessions. Clients with multiple instances of late cancellations or no-shows may be asked to pre-pay for future appointments or may lose booking privileges at the discretion of clinic management.

Tips to Avoid Fees

  • Set reminders for your scheduled appointments using your phone or calendar.

  • Inform us as soon as possible if you need to make changes to your booking.

  • Consider scheduling appointments at times that are least likely to conflict with other commitments.

  • If you are unsure about your availability, communicate clearly with our staff to explore flexible options.

Client Communication

Our staff are happy to assist with appointment queries and provide guidance on rescheduling. If you have questions about the cancellation policy, or if you need clarification regarding specific circumstances, please don’t hesitate to contact our clinic.

Agreement to Policy

By booking an appointment with LH sport therapy, you acknowledge and accept the terms of our cancellation policy. We appreciate your understanding and cooperation, which enables us to provide effective care to all clients.

Contact Us

Should you require further information, please reach out during regular business hours by phone or email. Our team is committed to supporting your health and ensuring a positive experience.

Thank you for choosing LH sport therapy. Your respect for our policies helps us serve you and all our clients better.

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