notifications of cancellations can be made by contacting (503) 725 4620, clinic@pdx.edu, and through the use of the counselors' PDX.EDU email ONLY. Email communication must adhere to HIPAA's minimum necessary standards and focus solely on scheduling issues and appointment confirmations.
Cancellations are a normal part of the counseling process. At the same time, the Community Counseling Clinic adheres to a 24-hour Cancellation Policy for both clients and counselors. Counselors are encouraged to address repeated cancellations with clients, in collaboration with the Peer Supervisor and Practicum Instructor.
Recurring cancellations and cancellations without notifications (aka 'no-shows' or 'no-call, no-shows') may result in termination of services. To best support clients in avoiding this, practicum and intern counselors must be familiar with the following policies:
The CCC maintains a 24-hr courtesy cancellation policy for all clients and counselors. If clients cancel within 24-hrs of the appointment, counselors are encouraged to discuss the cancellation and courtesy policies with clients.
Clients can inform the counselor of their intent to cancel via telephone at (503) 725-4620.
Cancellations must be indicated by the counselor or Practicum Instructor as "Cancelled by Client" in Attendance in Titanium.
In the event of repeated cancellations, counselors must discuss cancellations with clients and gauge interest and goals in continuing services. Counselors should consult their Practicum Instructor and Peer Supervisors prior to this conversation.
In the event of three concurrent absences neither prior notice of cancellation ("no-shows") nor contact with the counselor between sessions, the client(s) must be informed that the termination process begins.
Counselors must inform the Clinic Director of termination, and request that the client be removed from their schedule. The practicum counselor is responsible for informing the Clinic Director and then the Director will mail out the termination letter to the client.
Counselors are still expected to complete a Termination Summary in Titanium Schedule.
The Community Counseling Clinic Counselor Cancellation Policy:
The CCC maintains a 24-hr courtesy cancellation policy for all counselors. This means that CCC counselors must make every effort to provide their clients with 24-hr notice ahead of any cancellation.
Student Counselors are responsible for notifying their clients of any cancellations, via e-mail, or phone (*67)
Counselors understand that session cancellation is a last resort, as repeated cancellations by the counselor can suggest unreadiness to practice and a lack of respect for your clients and the profession of Counseling.
Counselor cancellation of sessions must be documented in the client chart, indicating session was "cancelled by counselor" and the reason for cancellation should be documented in the corresponding Ancillary Note.
Repeated cancellations by counselors will result in contact from the Clinic Director to both counselor and Practicum Instructor. Counselors may be asked to refer clients out until they are ready to maintain a consistent caseload.