KCS CANCELLATION POLICY

We understand that sometimes circumstances may arise that require you to cancel or reschedule your appointment or service. This page outlines our cancellation policy and explains how we handle cancellations from clients. Please take a moment to familiarize yourself with our policy to ensure a smooth and transparent experience.

Cancellation Policy Overview

At our company, we value your time and ours. We strive to provide exceptional service and accommodate the scheduling needs of all our clients. To achieve this, we have established the following cancellation policy.

1. CANCELED & MISSED APPOINTMENTS

The client is expected to attend each scheduled session on time. A cancelled or delayed appointment delays our work and can negatively impact other clients.  Since your appointments involve the reservation of time specifically for you, and out of respect for your therapist and our other clients, a minimum of 24 hours’ notice is required for rescheduling or canceling an appointment. We appreciate more than 24-hour notice when possible, as we can then make that time available to other clients. Therefore, if you should know before the required 24-hour notice that you will not be able to attend our session, PLEASE, PLEASE call the office, or text to the appointment reminder so that we have time to fill your slot and can put another client in your space that may need it. The more time, the better for the therapist and other clients who are in need.

A late cancel or no-show appointment hurts at least three people: you, your therapist, and another client who could have potentially utilized your time slot. Therapy sessions are scheduled in advance and are a time reserved exclusively for our clients. When a session is cancelled without adequate notice, we are unable to fill this time slot by offering it to another current client, a client on the wait list.

2. LATE CANCEL FEE WAIVER

The only exception to this cancellation policy is in the event of a serious or contagious illness or emergency. We offer one grace for these purposes every six months. Some examples of emergencies are car accidents, deaths in the family or extreme illness. Work issues do not constitute emergencies. This cancellation policy also applies even if missing the appointment was an unintentional act. In the event of prohibitive weather, we can conduct the session on the phone or video (Teletherapy). If both parties in a couple cannot attend, consider having one come alone instead of cancelling altogether and wasting the slot. Phone or video sessions are paid up-front in advance of the session.

3. FREQUENT CANCELLATIONS

Frequent cancellations (3 or more in 6 months or 2 consecutive) and or missed appointments (no show) will result in the termination of therapy. If you have arranged with your therapist to have recurring appointments, the next recurring appointment will stay in the calendar. Therefore, please call the office if you choose to cancel that appointment to avoid a second No Show – Late Cancel charge of UGX 50,000. The recurring appointment will be removed after the second consecutive No Show – Late Cancel.

Although Kampala Counseling Services may send you text or email reminders about upcoming appointments, this is done as a courtesy and only if you consent to receive such communications by providing us with your email address and cell number. It remains your sole responsibility to keep track of and timely attend all scheduled therapy appointments, whether or not you receive the text or email reminder. It is your responsibility to inform the office if your phone number or email has changed. After 2 consecutive cancellations or no shows, you will not be able to schedule another appointment and may be referred to another provider.

4. FEES FOR CANCELLATIONS

No-Show Fees:  Anytime you fail to attend a scheduled appointment without giving appropriate prior notice of cancellation, you will be charged your booking fee of UGX 50,000 for the no show session. The credit card information or other payment information you previously provided will be used to process this payment. By providing us with your credit card information or booking an appointment, you consent to this policy. Multiple no-shows will result in the termination of therapy.

Late Cancellation Fees:  Any session that is missed by canceling less than 24 hours in advance will be charged a UGX 50,000 fee. You will be charged even if the cancellation is work related and even if you rescheduled the appointment. The credit card information you previously provided will be used to process this payment. By providing us with your credit card information or booking an appointment, you consent to this policy. Repeated late cancellations (more than two) may result in the termination of therapy. Multiple no-shows will result in the termination of therapy.

5. 24-HOUR NOTICE 

A fee of UGX 50,000 will be charged when you miss or cancel an appointment without giving 24 hours advanced notice. This means that if an appointment is scheduled for 3:00 pm on a Tuesday, notice must be given by 3:00 pm on Monday at the absolute latest. Note that if your appointment is on a Monday, the cancellation needs to be provided no later than the prior Friday, by your appointment time, to be considered proper 24-hour notice.  You can cancel your appointment by calling the office or replying 2 to the reminder log.

6. WAIT TIME/GRACE PERIOD

Your wait time is kept to a minimum. Due to the length of time provided for each appointment, it is critical that you arrive on time for your appointments. If you are more than 10 minutes late to your appointment, we will have no choice but to reschedule your appointment and you will be responsible for the UGX 50,000 fee of a no show. To avoid paying no show fees, we require at least twenty-four (24) hours’ notice for all cancellations (as described above). Both therapist and client have a grace period of 10 minutes.

We value you as a client and hope to help you with your future endeavors; however, we can only accomplish this with your understanding of your obligations set forth in this policy and consistency with treatment. Thank you for your understanding. Your therapist looks forward to beginning this therapeutic journey alongside you!

HAVE ANY QUESTIONS ?

Please contact us by email, telephone or through our Site if you have any questions about this cancellation policy or the information we hold about you.

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