Policies on Appointments and Billing

Providing quality care in a timely manner

At The Vision Therapy Center, our goal is to provide quality healthcare to all patients in a timely manner. No-shows, late arrivals, and cancellations not only inconvenience our staff and providers but also our patients. If you are an adult patient or the parent of a child patient, please review all of the following information.

Scheduling vision therapy sessions

When we schedule your vision therapy sessions and exams, we schedule all appointments in advance. This ensures that you secure the time slots that work for you over the course of what could be numerous months. 

The Vision Therapy Center will work with you to find a regular day and time that suits your schedule. Therapy session times are available on a first come, first served basis. Please note that the evening time slots are in high demand. 

If you miss two sessions in a row or develop a pattern of missing your appointment time, we reserve the right to give that time slot to another patient. We will work with you to reschedule a more suitable time.

Rescheduling

If you know you are going to miss an appointment, please contact us as soon as possible, even if the appointment is months in the future. 

Due to our scheduling system, your missed session must be rescheduled on a date within 10 business days from the time you call us. This prevents the inconvenience of double-booking appointments.
Canceling and Missing Appointments
Appointments are in high demand, and your advanced cancellation notice will allow another patient access to that appointment time. If you must cancel an appointment, we require that you call at least two full business days in advance of the appointment date. 

Please understand that two full business days are not equivalent to 48 hours. Here are two examples to explain what we mean by two full business days:

If your appointment is scheduled on Friday, you must call us to cancel during business hours on the preceding Tuesday or before. 

If your appointment is on Wednesday, you must call during business hours of the preceding Friday or before. 

Late Cancellations – Charges and Make-Up Sessions

If you cancel an appointment with less than two full business days of advanced notice, you will be charged a non-refundable fee equal to the cost of service you missed. This applies to a new patient’s first appointment as well. 

We understand that there may be cases in which a late cancellation notice is unavoidable. We do not want to punish someone if, for example, they become ill. If you must cancel with less than two full business days of advanced notice, please call us as soon as possible. 

Vision therapy sessions. For late cancellation of a vision therapy session, specifically, if you call prior to the therapy, we will provide a make-up therapy session at no additional cost if it is scheduled within one month of the missed appointment. 

Make-up sessions are the responsibility of the patient to schedule. Please note that make-up sessions are not in place of regularly scheduled sessions. Rather, they are extra sessions designed to increase the intensity of the therapy and compensate for the therapy that was missed.

Vision exams. For late cancellation of a vision exam, you will be charged a minimum, non-refundable fee of $250 for a 60-minute appointment, or more for longer appointments. 

If you can provide proof of the reason you could not come—for example, a doctor’s note—our practice manager will review the documentation and may waive the fee.

Missed appointments (no shows without notice)

If you do not show up for an appointment and do not provide prior notice, you will be charged a non-refundable fee equal to the service you missed. (Even if you do a make-up vision therapy session, you will still be charged for the no-show appointment.) 

Billing

Outstanding balances greater than 60 days in arrears will be charged a late fee equal to 1% of the outstanding balance. Therapy services may be suspended until the account is brought current. Any collection charges incurred will be added to your account.

Refunding of unused prepaid services

We offer a discounted pre-pay option. Refunding of unused prepaid services will be provided. At the end of your vision therapy program, we will audit your account to determine the refund amount. An administrative fee will be held from the refund to cover costs associated with processing of the account. 

If you stop your vision therapy program early, the pre-paid discount will be removed from the account.