Cancellation, No Show and Late Policy


Vortex requires 24 hours notice to cancel or reschedule your appointment.

We understand life happens and you may need to miss a scheduled appointment. However, please be considerate and provide adequate notice if you cannot make it. When you late cancel, we are unable to give that appointment to someone else who needs our assistance.

Patients who late cancel or no show will be charged a fee for the missed appointment. Physical therapists are paid by insurance for time spent treating patients; insurance does not pay for missed appointments or late arrivals.

Illnesses and emergencies are addressed on an individual basis. Please contact our office manager if you have any questions.


If you late cancel or no show, the fee will be collected at your next appointment. If no visit is scheduled, a bill will be mailed to you.

Late cancellations – $75 first incident; $100 for subsequent incidents

No shows – $100 per incident


Late Cancellation- Appointment is cancelled within 24 hours of scheduled appointment.

No Show- Patient cancels within 2 hours of appointment or does not show up for scheduled appointment.

Late Arrival- Patient arrives more than 5 minutes late.

Attendance Policy

Your success in physical therapy depends on your attendance and accountability. If you miss too many appointments or continually show up late, you will be removed from the therapy schedule until you are able to commit to the treatment process.

Reasons for removal from the schedule include:

  • Excessive late cancellations
  • No shows (after 2nd incident)
  • Repeated late arrivals (more than 5 minutes late)


Cancelling? Please call the office at least 24 hours in advance (Monday appts need to be cancelled by Friday, unless due to illness). DO NOT email your physical therapist to change or cancel an appointment. The office manager handles all scheduling.

Insurance Coverage

Vortex accepts and bills Medicare, PPO plans with out-of-network benefits, and Worker's Comp plans. We also offer a discounted private pay rate to those without insurance coverage.

Please call if you would like our office manager to verify your insurance coverage.

Patient payments for deductibles, co-insurance, and supplies are collected at each visit.

Read More About Our Insurance and Billing Policy

Cancellations & No Shows

We have a 24 hour cancellation policy. If you late cancel, we cannot offer the appointment to a waiting patient and your therapist has a hole in their schedule.

Vortex charges $75 for late cancellations; $100 for no shows. These fees are owed by the patient and are collected at the next scheduled appointment. Insurance does not pay for missed appointments.

Need to cancel? Call us now.

Learn More About Our Policy

For your convenience, our New Patient paperwork is available to download as a PDF form. Please download and complete these forms in preparation for your first appointment. You can email them ahead of time or bring them to your evaluation.

Download Your New Patient Form