Think Well 

Think Well Psychotherapy Clinic: Formal Policies

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1. Cancellation and Appointment Management Policy At Think Well Psychotherapy Clinic, we are committed to providing consistent, high-quality therapeutic care. To protect the integrity of the therapeutic process and ensure fairness for both clients and therapists, we have the following policy in place regarding appointment cancellations and missed sessions:

Cancellation Notice Period
Clients are required to provide a minimum of 48 hours' notice to cancel or reschedule an appointment. Cancellations made within 48 hours of the scheduled session will incur the full session fee, regardless of the reason for cancellation.

The rationale for this policy is based on the clinical reality that short-notice cancellations leave insufficient time to offer the appointment to another client. Therapists reserve this time specifically for you, and last-minute cancellations disrupt the continuity of care and impact clinic operations. This policy is standard practice across professional psychotherapy services and reflects respect for the therapist's time, preparation, and the clinical framework.

Non-Attendance (No-Show) Policy
Failure to attend a scheduled appointment without prior notice is considered a no-show, and the full session fee applies. Repeated no-shows can have a detrimental impact on therapeutic progress and place strain on the clinic's scheduling system.

Frequent Cancellations and Reallocation of Appointments
While occasional cancellations are understandable, recurrent cancellations, whether within or outside the 48-hour window, can disrupt therapeutic momentum and limit access for other clients seeking appointments.

If a client cancels three appointments within a rolling three-month period, regardless of whether adequate notice is provided, the clinic reserves the right to:

• Review the suitability of the scheduled appointment time

• Offer the slot to another client on our waiting list

• Discuss alternative scheduling options with the client to better support regular attendance

This approach is designed to ensure that appointments are allocated to those who can consistently engage in the therapeutic process, maintaining clinical effectiveness and service availability.

Holidays and Planned Absences
We understand that holidays and personal commitments may arise. Clients are asked to provide as much notice as possible for planned absences to avoid disruptions and allow for appropriate rescheduling.

Exceptional Circumstances
We recognise that emergencies and unforeseen situations can occasionally occur. If you believe your circumstances warrant flexibility beyond our standard policy, please discuss this directly with your therapist. While we strive to uphold fairness and consistency, we will always approach such situations with empathy and clinical judgement.

Policy Agreement
By engaging in services with Think Well Psychotherapy Clinic, clients agree to abide by this cancellation and appointment policy. This structure ensures a professional, reliable, and equitable therapeutic space for all.

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2. Confidentiality and Data Protection Policy All client information is treated with the strictest confidentiality, except where disclosure is required by law or to prevent serious harm. Clinical notes are stored securely in line with GDPR, professional body requirements, and clinic insurance policies.

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3. Informed Consent and Engagement Policy Clients will be provided with clear information regarding the therapeutic process, confidentiality, limits of service, and crisis procedures. Informed consent is obtained prior to commencing therapy.

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4. Crisis and Emergency Contact Policy Think Well Psychotherapy Clinic does not provide crisis intervention. Clients experiencing crisis are directed to appropriate emergency services. Contact information for national crisis supports is provided upon request.

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5. Missed Payment and Outstanding Fee Policy Full payment is due at the time of the scheduled session. Outstanding fees will be followed up by the clinic. Continued unpaid sessions may result in suspension of services until the account is settled.

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6. Therapist Absence and Cover Policy In cases of therapist illness, leave, or unavoidable absence, clients will be notified as early as possible. Alternative arrangements, including rescheduling or offering another therapist where available, will be explored.

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7. Client Feedback, Complaints, and Dispute Resolution Policy Clients are encouraged to provide feedback at any stage of therapy. Complaints are addressed professionally and transparently in accordance with ethical guidelines. Unresolved issues may be escalated to the clinic's senior management.

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8. Equality, Diversity, and Inclusion Policy Think Well Psychotherapy Clinic is committed to providing an inclusive, respectful environment for all clients, regardless of gender identity, sexual orientation, neurodiversity, cultural background, or belief system.

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9. Termination and Ending Therapy Policy Therapy may end by mutual agreement, clinical recommendation, or client choice. Wherever possible, planned endings will include review, aftercare planning, and appropriate referrals if required.

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10. Boundary and Dual Relationship Policy Professional boundaries are maintained at all times. Dual relationships, including social media contact or non-clinical interactions, are avoided to protect the therapeutic space.

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11. Child and Adolescent Safeguarding Policy For clients under 18, parental or guardian consent is required. The clinic adheres to statutory child protection obligations, including mandatory reporting where there are concerns about a child's safety. We adhere to external policies including the following on consent for children 

https://www.tusla.ie/uploads/content/NationalConsentPolicyPart2.pdf 

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12. Clinical Record Retention and Destruction Policy Client records are retained securely for the period stipulated by governing bodies and insurance requirements, typically a minimum of seven years after therapy ends. Records are then securely destroyed.

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13. Use of Technology and Online Therapy Policy Online therapy is conducted via secure platforms. Clients are informed of potential limitations and risks associated with remote sessions. Technological failures will be managed in line with clinical protocols.

14. Please note: Some therapists working with Thinkwell Clinic are self‑employed professionals who operate under a contract with the clinic. While your therapy sessions are arranged and overseen by Thinkwell Clinic, you may receive receipts or invoices in the individual therapist’s name for administrative or tax reporting reasons. This does not affect your contract with Thinkwell Clinic.