Cancellation Policy


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

Please call us at least 24 hours in advance to cancel or change a scheduled appointment. (Monday appointments must be cancelled by Friday; Vortex is not open on weekends.)

Physical therapists are paid by insurance companies for time spent treating patients.¬†We cannot bill insurance for missed appointments. Since we reserve an hour on your therapist’s schedule for each appointment at Vortex, we rely on your regular, on-time attendance.


Fees for late cancellations and no shows are collected at the patient’s next appointment.

Late cancellations – $50 first incident; $75 for second incident

No shows – $75

Illnesses and emergencies are handled on a case by case basis. Please speak with our office manager if you have any questions.

Attendance Concerns

The following situations may result in being removed from the therapy schedule and referred back to your doctor:

  • Late cancellations (after 2nd incident)
  • Arriving 15+ minutes late (after 3rd incident)
  • No shows (after 2nd incident)
  • Excessive cancellations


Cancelling? Call us 24 hours in advance to avoid a fee. If your appointment is on Monday, you must call by Friday to cancel or reschedule. Our phone number is (408) 540-7622 and we check messages after hours.

Insurance Coverage

Vortex is a contracted Medicare provider and can bill most PPO plans with out-of-network coverage. We offer a discounted private pay rate to those without insurance coverage and accept Worker's Comp on a case-by-case basis. Please call for information.

As a courtesy, prior to your first appointment, we verify your insurance coverage. Vortex will submit claims to insurance for treatment.

Deductibles, co-insurance, and payment for supplies or services not covered by insurance must be made at the time of your visit.

Read More About Our Insurance and Billing Policy

New Patient?

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

Cancellations & No Shows

We require 24 hours notice to cancel or reschedule an appointment. Late cancellations leave a hole in your physical therapist's schedule that cannot be filled. Insurance companies pay physical therapists are paid for time spent treating patients. If you don't come, Vortex isn't paid.

Vortex charges $50 for late cancellations; $75 for no shows. Fees will be collected at patient's next scheduled appointment.

Need to cancel? Call us now.

Learn More About Our Policy