Appointment Cancellation, Rescheduling & Attendance Policy
Primal Roots Integrative Wellness
Effective Date: 06/24/2025
Your appointment time is reserved specifically for you. Each session includes dedicated time and preparation and is scheduled around other client appointments. This policy helps us provide thoughtful, timely service to every client.
1. Cancellations & Rescheduling
Please provide at least 24 hours’ notice if you need to cancel or reschedule your appointment.
With at least 24 hours’ notice, you may move your appointment without a cancellation fee. If you cancel a paid appointment instead, you may request a refund or apply the payment toward a future appointment.
With less than 24 hours’ notice, the full session fee applies. Payments are nonrefundable and cannot be transferred to another appointment unless an exception is approved.
For prepaid packages, a late cancellation counts as one used session.
Please email cancellation or rescheduling requests to cashearls@primalrootsintegrativewellness.com or use the cancellation or rescheduling link in your appointment confirmation, when available.
2. Late Arrivals & the 15-Minute Policy
Please arrive or join your appointment at the scheduled time. If you are running late, contact me as soon as possible.
For virtual appointments, I will remain in the meeting for 15 minutes. If you have not joined or contacted me within that time, I will close the meeting and record the appointment as missed.
If you arrive late but within the first 15 minutes, we may be able to use the remaining appointment time. Your session will still end at its originally scheduled time, and the full fee applies.
Some appointments, including Embodied Processing sessions, require the full reserved time. If a late arrival leaves insufficient time to complete the session appropriately, we will need to arrange another appointment. The missed-session terms below will apply.
3. Missed Appointments & Courtesy Rescheduling
A missed appointment, or no-show, occurs when you do not attend and have not provided notice before the appointment begins.
The full session fee applies to a no-show. Paid appointments are nonrefundable, and prepaid package appointments count as one used session.
At my discretion, I may offer one courtesy reschedule for a first missed appointment without an additional session fee. This is an exception rather than a guaranteed allowance.
If a courtesy reschedule has been provided, another missed appointment without notice will be treated as a no-show. The payment will not be refunded or transferred, and a new paid appointment will be required to meet again.
Complimentary consultations have no cancellation fee. Rebooking after a missed consultation is subject to availability and approval.
4. Technical Difficulties
If you cannot access your virtual appointment, please email me promptly so we can try to connect or discuss another suitable format.
If a technical problem on my end prevents the session from taking place, you may reschedule at no additional charge or receive a refund for the affected appointment.
Technical difficulties on your end will be considered individually. Please contact me during the appointment window rather than waiting until afterward.
5. Emergencies & Unexpected Circumstances
I understand that illness, emergencies, and unexpected circumstances happen. Exceptions may be considered individually, including a courtesy reschedule or waiver of a late-cancellation fee.
Please contact me as soon as reasonably possible. An exception on one occasion does not change the policy for future appointments.
6. Prepaid Packages & Other Services
For prepaid packages, the cancellation and attendance rules above apply to each scheduled appointment.
Package expiration dates, cancellation of unused package sessions, subscriptions, and any separately purchased services are governed by the written terms provided with that purchase. This appointment policy does not replace those terms.
7. Changes Initiated by Primal Roots
If I need to cancel or reschedule your appointment, I will notify you as soon as possible. You may transfer your payment to another appointment or request a refund for the canceled session. Package sessions will remain available for rebooking.
8. Policy Acknowledgment
Please review this policy before booking. By booking an appointment, you acknowledge the cancellation, rescheduling, and attendance terms presented at the time of booking.
Questions or scheduling changes:
Cash Earls
Primal Roots Integrative Wellness
cashearls@primalrootsintegrativewellness.com