Purpose and Scope

This policy explains how RALII Psychotherapy, Coaching & Wellness (“RALII”) manages session payments, cancellations, and refunds.
It ensures fair, transparent, and consistent procedures for clients and clinicians, while maintaining compliance with the College of Registered Psychotherapists of Ontario (CRPO) and ethical billing standards.

This applies to all therapy, coaching, consultation, and group sessions conducted virtually or in person.

Guiding Principles

RALII upholds the following values in its financial and scheduling practices:

1. Transparency– Clients receive clear information about all fees and policies before starting therapy.
2. Fairness– Cancellations and refunds are handled consistently and respectfully.
3. Accountability– Records are maintained in compliance with PHIPA and CRPO standards.
4. Professionalism– Timely payment supports the continuity and integrity of clinical care.
5. Session Fees and Billing

• Standard session fees are based on the type and duration of service (individual, couple, family, or group).
• Fees are communicated in writing or client agreement during consultation. prior to the first session and may be listed on RALII’s website or invoice.
• All fees are reviewed annually and adjusted with 30 days’ written notice.

Accepted Payment Methods:

• Interac e-Transfer to rpcwhub@gmail.com
• Credit card or secure electronic payment if offered
• Approved third-party billing (where insurance permits)

Clients receive an official receipt for each payment that includes the therapist’s name, credentials, and registration number for insurance reimbursement.

Payment Terms

Payment is due on or before the time of service, unless alternative arrangements have been agreed upon in advance.
Outstanding balances must be cleared before subsequent sessions are scheduled.

Clients are encouraged to discuss financial hardship or changes in ability to pay; flexible arrangements for sliding scale or referrals may be explored where appropriate.

Cancellations and Rescheduling

To maintain access and fairness for all clients:

• Clients must provide at least 24 hours’ noticeto cancel or reschedule an appointment.
• Notice may be given by email, text, or voicemail.
• Cancellations with less than 24 hours’ notice or missed appointments will incur the full session fee.
• Emergencies or sudden illness will be reviewed on a case-by-case basis at the clinician’s discretion.

If a therapist needs to cancel a session due to illness, emergency, or unforeseen event, clients will be notified as soon as possible and offered:

• A rescheduled appointment; or
• A full refund if payment was already made.

Late Arrivals

If a client arrives late, the session will still end at the scheduled time to respect other appointments.
Full fees apply for shortened sessions due to late arrival.

Refunds and Credits

• Refunds are only issued if a session is cancelled by RALII or in the event of a billing error.
• Pre-paid sessions or packages are non-refundable once services have begun but may be credited toward future appointments.
• Refunds are processed within 10 business daysof confirmation.

Insurance and Third-Party Billing

Clients are responsible for verifying their insurance coverage for psychotherapy or counselling.
Invoices can be submitted directly to the insurer if eligible.

RALII is not responsible for insurance denials but will provide detailed receipts for reimbursement purposes.
All third-party billing arrangements require written authorization and consent.

Group Therapy and Workshop Policies

• Group or program registrations require advance payment to secure placement.
• Withdrawals more than 7 days before the program start receive a full refund minus an administrative fee (if applicable).
• Withdrawals within 7 days of start are non-refundable.
• If RALII cancels a program, participants receive a full refund or credit.

Financial Hardship and Sliding Scale

RALII recognizes that therapy is an investment in wellness.
Limited reduced-fee or sliding-scale spots may be available based on need and clinician capacity.
Requests are reviewed confidentially and reassessed every 6 months.

Outstanding Balances and Discontinuation of Services

If payments remain unpaid beyond two sessions, services may be paused until the account is settled.
Failure to address outstanding balances may result in service termination with appropriate referrals provided.

All payment communications are handled respectfully and confidentially.

Receipts and Record Keeping

Receipts include:

• Client’s name
• Session date and duration
• Fee amount
• Therapist’s name, credentials, and CRPO registration number

Financial records are stored securely and retained for 10 years in accordance with PHIPA and CRPO record-keeping standards.

Policy Updates

RALII reviews this policy annually to ensure compliance with evolving professional, financial, and ethical standards.
Any updates will be communicated through the website and client onboarding materials.

Effective Date: 9^th November 2025
Next Review Date: 8^th November 2026