We maintain limited caseloads to provide the highest quality care and flexible scheduling. Please note that your appointment time is reserved specifically for you. To preserve this flexibility and ensure equitable access, we enforce the following policy:

For individual psychotherapy & medication management appointments

Rescheduling Policy:

• Officially scheduled appointments cannot be “canceled” but may be “rescheduled” under specific conditions.

• An appointment is considered “scheduled” once it is agreed upon with your provider, our administrative staff, or confirmed through online scheduling (if applicable).

• Once scheduled, you have purchased the reserved time for that session.

Rescheduling Process:

• If you need to reschedule, you must notify the CCDBT admin staff at 513-268-8306 at least 24 business hours before the scheduled appointment time.

• NOTE:  For Monday appointments, you must notify admin staff of your intent to reschedule by the Friday prior to the appointment, by no later than the same time for which the appointment is scheduled (e.g., you must provide notice to reschedule a 10:00am appointment on Monday by no later than 10:00am the Friday before).  For appointments that are scheduled the day after a holiday during which our practice is closed, you must notify admin staff of your intent to reschedule by the business day prior to the appointment, by no later than the same time for which the appointment is scheduled (e.g., you must provide notice to reschedule a 10:00am appointment on the day after Thanksgiving by no later than 10:00am the Wednesday before).

• Rescheduled sessions must occur within a three-week window of the originally scheduled appointment (i.e., the week before, the week of, or the week after). This may result in two sessions in one week.

• Alternatively, you and your provider may discuss holding the session via telehealth if appropriate.

Rescheduling Confirmation:

• A session is only considered “rescheduled” once it is verbally confirmed with admin staff and officially updated in the scheduling system.

• The rescheduled appointment cannot be rescheduled a second time.

Payment Policy:

• The fee for the original session will be charged to your card on file on the original appointment date. If you reschedule, the payment will be applied to the rescheduled session.

• Missed sessions or appointments rescheduled with less than 24 hours’ notice will result in forfeiture of the original fee. The entire session fee  is charged regardless of the reason for your no show, late arrival, or late cancelation (including illness, family emergency, vehicle difficulties, etc.).

• Insurance companies typically do not reimburse for missed sessions or sessions shorter than the full appointment time.

For group psychotherapy appointments

Attendance and Fees:

• Your fee reserves your seat in the group, and your consistent attendance is vital to the group’s success.

• If you are late or unable to attend a group session, you will still be charged the full session fee.

• Please inform us of your inability to attend so we are aware of your absence.