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Late Cancellation / No-Show Appointment Policies

For Fee For Service 2026

Willow Women’s Health is a direct care practice with a unique model. Appointments are longer and more individualized than in a traditional high-volume clinic. New patient visits are scheduled for 45–90 minutes and return visits for 45-60 minutes, depending on the type of service.

Because we do not double-book and limit the number of patients seen each day to provide high-quality, unhurried care, missed or late-cancelled appointments create a significant burden. These time slots cannot be offered to other patients with less than forty-eight (48) hours’ notice, impacting both access and practice sustainability.

Policy Terms

Definitions

  • Late Cancellation: Cancelling or rescheduling an appointment less than forty-eight (48) hours before the scheduled time. Patients arriving more than ten (10) minutes late with prior notice are also considered late cancellations.
  • No-Show: Missing an appointment without cancelling in advance or arriving more than ten (10) minutes late without notice.
  • Established Patient: Patients who have scheduled and attended at least one (1) visit with Willow Women’s Health within the last twelve (12) calendar months. 

New Patients

  • 1st Late Cancellation / No-Show:  A fee of $300 will be charged.
  • 2nd Late Cancellation / No-Show: No further appointments will be scheduled at the discretion of the practice.

Established Patients

  • 1st Late Cancellation / No-Show:  A fee of $150 will be charged.
  • 2nd Late Cancellation / No-Show: A fee of $300 will be charged.
  • 3rd Late Cancellation / No-Show:  Dismissal from the practice may occur.

Telehealth-Specific Requirements

All telehealth visits must follow the Telehealth Consent requirements.  If these requirements are not met (e.g., patient is present but not in an appropriate or permitted setting), the visit will be considered a late cancellation and subject to this policy.

Reminders and Communication

You will receive appointment reminders via email, text, and/or phone prior to your scheduled visit.

You may cancel your appointment:

  • By replying to the reminder email or text
  • By sending a secure message through the patient portal
  • By calling or texting the office at 614-768-7633

These options are available 24/7. Failure to receive a reminder (due to system error or incorrect contact information) does not exempt you from this policy.

Additional Terms

  • All late cancellation and no-show fees are due prior to the scheduling of any future appointments. 
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Things to know before booking an appointment:

  • Willow Women’s Health is a direct-pay practice and does NOT accept any insurance plans. You may still use insurance for labs, imaging, and most prescriptions.
  • Payment is due at time of booking and membership enrollment occurs after your first visit. Ongoing care including follow-ups, monitoring, refills, and portal access requires an active membership.
  • Care is available only to patients located in Ohio, you must be physically in Ohio at the time of any telemedicine visit.
  • Under federal and state regulations, patients with Medicare or Medicaid are not eligible for care at Willow Women’s Health.
  • A 48 hour notice is required to cancel or reschedule an appointment. No show and late cancellation fees apply.

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