Standard counseling appointments
We ask for at least 24 hours notice when you need to cancel or reschedule. The 24 hour window protects clinician time and lets us offer the slot to another client who is waiting.
- Cancellation with 24+ hours notice: No fee. Reschedule by phone, the patient portal, or email.
- Cancellation with less than 24 hours notice or a no show: A late cancellation fee equal to the session rate may be charged. We do not bill insurance for cancellations or no shows; this is your responsibility.
- Three or more no shows: We may discharge from the practice and refer to another provider, with a written referral list.
If something genuinely unexpected came up — illness, weather, family emergency — call us. We waive late fees in good faith situations more often than not.
Court approved classes (Anger Management, DVIP, Theft Prevention, Substance Abuse Education)
Court approved classes are billed in advance, in full or by class. Refund rules:
- Before the first session: Full refund minus a $25 administrative fee.
- After the first session, before completion: Pro rated refund for unused sessions, minus a $50 administrative fee. Court approval letters are not issued for incomplete programs.
- After completion: No refund. Completion letters are valid as soon as the program is finished.
If your court date moves and you need to delay starting the class, call us before the program starts. We can almost always defer enrollment without a fee.
DOT SAP evaluations
SAP evaluations are billed at the time of service. Once the initial evaluation has been performed, the fee is non refundable because the work has been done. The follow up evaluation is billed separately.
Telehealth sessions
Telehealth follows the same 24 hour cancellation rule. If technology fails on our side, the session is rescheduled at no charge. If technology fails on the client side and we cannot connect, the session may be billed at full rate per the missed appointment rule above.
How to cancel
- Call your office during business hours (Monday through Friday, 9 AM to 5 PM Central): Fayetteville, Bentonville, or North Little Rock — all reach the same scheduling line at 501-205-4570.
- Use the patient portal for non urgent cancellations 24+ hours out.
- Email scheduling@arcounselingandwellness.com. We check email Monday through Thursday, 9 AM to 4 PM. Voicemail is the fastest channel for same day changes.
Financial hardship
If a fee is creating real hardship, tell us. We will work with you. We would rather waive a fee than lose a client who needs care.