Cancellation and Fee Policy

Cancellation and Fees Policy

Helen Ward Therapy
Trading name of ResolvedRM Ltd

Version: 1.0

Effective Date: 30/05/26
Review Date: 30/05/27

1. Purpose

Helen Ward Therapy is committed to providing a professional, reliable and consistent therapeutic service.

This policy outlines the arrangements relating to session fees, cancellations, missed appointments and changes to scheduled therapy sessions.

Clear financial and attendance arrangements support a safe therapeutic framework and allow appointments to be managed fairly for all clients.

2. Fees

Standard therapy fees are:

£75 for a 60-minute session
£112.50 for a 90-minute session

Rebrand Offer

To honour the rebrand to Helen Ward Therapy, I am offering a 30% reduced rate.

This reduced rate applies to:

new clients who begin working with me between 1 April and 1 November 2026, and
existing clients who have been actively attending appointments with me since 1 January 2026.

The reduced rebrand rates are:

£52.50 or €52.50 for a 60-minute session
£78.75 or €78.75 for a 90-minute session

If you begin therapy within this period, these reduced rates will apply throughout 2027 and for the duration of our ongoing work together, provided therapy remains continuous. I reserve the right to review fees in line with my standard rates in the event of a significant change in circumstances or at the start of a new agreement if therapy is discontinued and later recommenced.

Payment is required no more than 24 hours after the completed session.

Payments are made by bank transfer:

Account Name: ResolvedRM Ltd
Bank: NatWest
Sort Code: 53-70-44
Account Number: 85423904

IBAN: GB08NWBK53704485423904

SWIFT/BIC: NWBKGB2L

3. Reserved Appointment Time

Therapy appointments are scheduled specifically for each client.

When an appointment is booked, that time is reserved exclusively for the client and is unavailable for other appointments.

Fees therefore relate not only to the therapeutic time provided during the session but also to the professional time reserved, preparation undertaken and the continuity of the therapeutic process.

4. Cancellation Policy

Clients are asked to provide as much notice as reasonably possible if they are unable to attend an appointment.

The cancellation notice period is:

If you need to cancel or rearrange a session, please give at least 24 hours’ notice.

Sessions cancelled with less than 24 hours’ notice or missed sessions will normally be charged in full.

5. Late Cancellations

Appointments cancelled with less than the agreed notice period may be charged at the full session fee.

This applies because the appointment time has been reserved exclusively for the client and may not be possible to offer to another person at short notice.

Where there are exceptional circumstances, Helen Ward Therapy may use professional discretion on a case-by-case basis.

6. Missed Appointments

Where a client does not attend a scheduled appointment without prior notice, the full session fee may be charged.

Repeated missed appointments may require a review of whether the current therapeutic arrangement remains appropriate.

7. Late Arrival

Clients are encouraged to attend sessions on time.

Where a client arrives late, the session will normally still end at the scheduled time to respect the availability of the therapist and any subsequent appointments.

The full session fee remains payable.

Where lateness becomes frequent, this may be discussed as part of the therapeutic work and practical arrangements.

8. Therapist Cancellation

Helen Ward Therapy recognises the importance of reliability and commitment to scheduled appointments.

If a session needs to be cancelled by Helen Ward Therapy:

reasonable notice will be provided wherever possible;
alternative arrangements will be offered where appropriate;
any fees paid in advance for sessions not provided will be refunded or credited.

In the event of unexpected circumstances, such as illness or emergencies, clients will be informed as soon as reasonably practicable.

9. Review of Fees

Fees may be reviewed periodically.

Where fees are changed, clients will be given reasonable notice before the change takes effect.

Please refer to your client contract for details.

10. Financial Difficulties

Helen Ward Therapy recognises that circumstances can change.

Clients who experience difficulties meeting agreed fees are encouraged to discuss this as early as possible.

Any adjustments, payment arrangements or changes to therapy arrangements will be considered on an individual basis and are not guaranteed.

11. Therapy Breaks and Planned Absence

Clients are encouraged to provide notice where they intend to take a planned break from therapy.

Longer breaks may be discussed collaboratively to consider:

continuity of care;
therapeutic progress;
availability of appointments;
whether the current arrangement remains suitable.

12. Ending Therapy

Financial arrangements remain applicable until therapy formally concludes.

Clients are encouraged to discuss ending therapy rather than simply discontinuing attendance, where possible, to support an appropriate therapeutic ending.

13. Professional Boundaries

Financial arrangements are separate from the therapeutic relationship but form part of the professional framework that supports safe and effective therapy.

Clear boundaries around fees and cancellations help maintain consistency, fairness and the integrity of the therapeutic relationship.

14. Complaints Regarding Fees

Clients who have concerns regarding fees, cancellations or financial arrangements are encouraged to discuss these directly with Helen Ward Therapy.

If concerns cannot be resolved informally, they may be raised through the Complaints Policy.

15. Policy Review

This policy will be reviewed annually or sooner where there are changes to legislation, professional guidance or practice arrangements.