Patient Agreement
Rescheduling & Cancellation Policy
Effective Date: October 23, 2026
Calmaia Minds Health & Wellness reserves appointment time specifically for each patient. This policy applies to scheduled primary care and mental health appointments, including in-person and telehealth visits, and supports timely access to care for all patients.
1 Cancellations and rescheduling
Patients must provide at least 24 hours' notice before the scheduled appointment time to cancel or reschedule. Appointments canceled or rescheduled with at least 24 hours' notice will not incur a cancellation fee. A $50 fee applies to cancellations or rescheduling requests made with less than 24 hours' notice, subject to the exceptions below.
2 Missed appointments
A no-show occurs when a patient does not attend a scheduled appointment and has not notified the practice beforehand. A $50 no-show fee applies, subject to the exceptions below. Only one $50 missed-appointment fee will be assessed for a single appointment; late-cancellation, no-show, and late-arrival fees will not be combined.
3 Late arrivals
Patients should be ready at their scheduled appointment time. If you are running late, contact the office promptly. Arriving 15 minutes or more after the scheduled time without communicating with the office may result in cancellation and a $50 fee. If you notify the office, the provider will determine whether sufficient time remains to provide safe, appropriate care or whether rescheduling is necessary. If the visit can proceed, it may be limited to the remaining scheduled time.
4 How to cancel or reschedule
Call (443) 307-0451, email info@calmaiaminds.com, or use the cancellation or rescheduling option in the online booking system, when available. If the office is closed, leave a voicemail or send an email. The recorded time of your message or online request will be used to determine whether the 24-hour notice requirement was met. Include your name, appointment date and time, and a callback number; avoid including sensitive medical information in email.
5 Emergencies and circumstances beyond your control
We recognize that emergencies and unexpected circumstances occur. Contact the office as soon as reasonably possible to discuss your situation. The practice may waive a fee after reviewing the circumstances. No cancellation fee applies when the practice cancels or reschedules your appointment. For telehealth connection problems, contact the office promptly so we can assist and determine an appropriate next step.
6 Fees and insurance restrictions
Missed-appointment fees are administrative charges and will not be submitted to insurance as medical services. Fees apply only where permitted by applicable law, insurance program rules, and payer contracts. Maryland Medicaid patients will not be charged missed-appointment fees. Other required exemptions will also be honored. A patient's acknowledgment of this policy does not override these protections.
7 Payment and repeated missed appointments
Where a fee is permitted, payment is due before scheduling a future routine appointment unless an alternative arrangement is approved by the practice. Contact the office if you believe a fee was assessed in error or need to discuss payment. Repeated missed appointments may prompt a review of scheduling arrangements and a discussion with the patient about barriers to attendance. Any changes to the care relationship will follow applicable notice and continuity-of-care requirements.
8 Patient acknowledgment
By scheduling an appointment, patients acknowledge that this policy has been made available to them. Please contact the office with questions about these terms or an assessed fee. These terms do not authorize automatic charges to a payment card without any separately required authorization.