Booking
Scroll down to find detailed information about booking a counselling session. You’ll learn about the process, fees, insurance, and our cancellation policy.
Also, discover details about our free initial consultation, designed to help you feel comfortable and informed before scheduling your first session.
Ready to book a free consultation?
Click to use our convenient, secure online booking.
What to Expect from Your Free Consultation.
Book your session
Book your free consultation then tell us about yourself by completing our online intake survey, it takes 5-10 minutes (emailed to you after booking).
We’ll contact you
We’ll review your information and call you at your appointment time.
Chat with us
During your 15-20 minute phone consultation, you’ll have a welcoming and informative conversation with a counsellor. This initial call is a supportive space where you can share a brief overview of what you hope to achieve through therapy and ask any questions you have about the counselling process or our approaches.
The counsellor will listen carefully to understand your specific challenges and goals. Based on this conversation, they’ll suggest how we might tailor our therapy options to meet your needs. Importantly, the counsellor will also assess whether their skills and expertise are a good fit for your situation. This is a great opportunity to get a feel for how we work and decide whether our services resonate with what you’re looking for.
This consultation is about making sure you feel comfortable and informed as you start your therapy journey with us. It’s your first step toward change, with no obligation to proceed unless you feel completely confident we’re the right fit for you.
We keep a brief summary of our phone chat to track what we discussed, so we can tailor our support to you from the get-go.
Investment
Individuals
15 minute Initial Consultation $0
80 minute Initial Intake Individuals $275
80 minute Sleep Assessment $325
50 minute Individual Session $190
80 minute Individual Session $260
80 minute Individual Session with a Support Person $275
Couples & Families
15 minute Initial Consultation $0
80 minute Initial Intake Couples/Family $325
80 minute Couple Session $275
80 minute Family Session $275 (includes 2 family members)
Groups
Group Series $50 – $75/each session
Reduced-Fee Counselling
We believe counselling should be accessible. Aspen Grove Counselling offers a limited number of reduced-fee sessions through the Open Path Psychotherapy Collective for individuals who qualify. This option is available for individuals who may be facing financial barriers to accessing therapy. Please visit Open Path Psychotherapy Collective to learn more about eligibility and next steps.
Administrative Fees
Please be advised that additional fees may apply for various administrative tasks, including but not limited to:
- Letter Writing: Preparation of letters for various purposes.
- File Release: Copying and releasing your file or specific records to you, another healthcare provider, or another entity.
- Communication: Extended communication with other professionals (e.g., doctors, lawyers) on your behalf.
- Legal Matters: Preparation of documents or participation in legal proceedings related to your care.
These tasks require dedicated time and resources to ensure accuracy and confidentiality. Fees for these services will be communicated in advance and are based on the complexity and time required to complete the request.
Cancellations, No-Shows & Lateness
Cancellations, No-shows, and Lateness:
Your appointments and well-being are our top priorities, we value your active participation in the appointment process, and see it as integral to your care. Your appointment time is reserved exclusively for you; please notify us as soon as possible of any appointment changes.
Our Policy:
We require at least 24 hours’ notice of any appointment changes. This policy ensures that we can offer your reserved time to other clients in need and maintain the continuity of our services. Cancellations, no-shows, or late rescheduling with less than 24 hours’ notice will result in a cancellation fee equal to 100% of the reserved service. Please note that the 24-hour notice requirement excludes weekends and holidays. For example, if you have an appointment scheduled for Monday at 10:00 AM, you must notify us by the preceding Friday at 10:00 AM to avoid fees.
We are here to support you in an emergency. If you experience an emergency, let us know. You will be responsible for the cancellation fee, but you can request a complimentary appointment. See the details below.
If you are running late for your session, please let us know, and we will make every effort to accommodate you within the remaining session time. However, please be aware that the full session fee will be charged, and the session will end at the scheduled time.
Cancellation fees are crucial in supporting care continuity and honouring your therapist’s time and commitment. Your cooperation allows us to provide you and all of our clients the best care. Thank you for your understanding and commitment to your mental health journey.
Important Note:
We require a credit card to hold your appointment. Cancellation fees will be charged to your card on file.
Payment:
We accept major credit cards and e-transfers for your convenience. Our fees cover access to a secure client portal, maintenance of confidential records, and a range of administrative services. Counselling sessions may also qualify as a tax-deductible medical expense, depending on your specific circumstances.
Insurance:
Navigating extended health insurance plans can be challenging as coverage varies from plan to plan. Depending on your specific health insurance terms, you may be eligible for full or partial coverage of our services. Coverage is new for some companies, so it may not be on their website or other materials yet. Most insurers are now providing coverage.
It’s important to obtain pre-authorization and be prepared to pay for the counselling sessions upfront and then request reimbursement from your insurance provider, unless other arrangements have been made prior to the session.
Before booking your first session, we recommend calling your insurance provider to confirm coverage for services for a Canadian Certified Counsellor. This will ensure you understand your coverage and any out-of-pocket costs.
Important Note:
To secure your appointment, we require a credit card. Please be prepared to pay the full session fee at your appointment. Payment for our services is due at the time of your session.
While we can help verify your insurance coverage, we cannot guarantee reimbursement from your insurance provider. Please resolve any reimbursement issues directly with your insurer.
Please note that fees are subject to change. If you are a regular client, you will be informed in advance of any adjustments to our fee structure.
You are welcome to reach out to us with any questions or concerns.
When Unexpected Circumstances Arise
Emergency Cancellation Policy
We understand that despite careful planning, unforeseen circumstances can occur. When genuine emergencies arise, we want to approach these situations with understanding and flexibility.
Our Policy:
We understand that unexpected emergent situations may arise. To respect both your time and our counsellors’ schedules, we have the following policy for emergency cancellations that fall within the 24-hour cancellation period.
If you cancel due to an emergency, you may request a complimentary appointment. You must attend the complimentary appointment within one week of the cancellation.
Cancellation Fee:
You will be charged the cancellation fee at the time of cancellation.
You may request to be charged at your next appointment (rather than at the time of cancellation).
If no new appointment is booked at the time of cancellation or if your re-booked appointment is not attended within one week of cancellation, the full session fee will be charged.
If You are Feeling Unwell:
If you are mildly unwell but able to attend (e.g., a cold, a mild cough, or fatigue), your in-person session will be switched to a video or phone session so you don’t miss support.
If you are too unwell to meaningfully participate (e.g., flu, fever, vomiting, migraine, or other acute illness), this may qualify as an emergency cancellation.
Examples of Emergencies:
Sudden illness: an acute health issue that makes it unsafe or unreasonable to attend (e.g., severe flu, migraine, stomach virus, sudden fever).
Accidents or injuries: car accidents, falls, or injuries requiring immediate medical care.
Family emergencies: a dependent or partner suddenly becomes ill, is hospitalized, or requires urgent support.
Unexpected hospitalization: yourself or a loved one is hospitalized.
Bereavement
Sudden traumatic events.
Examples of Non-emergencies:
Work or school conflicts (e.g., last-minute meetings, deadlines, or exams).
Transportation issues (e.g., traffic delays, car trouble, missed transit).
Forgetting or mixing up appointment times.
Travel or vacation plans not communicated in advance.
Childcare scheduling conflicts (unless they involve a child’s sudden illness or emergency).
General scheduling difficulties
Changes in personal plans.
💙 Thank you for your understanding and cooperation. These policies help us provide consistent, quality care to all clients while ensuring that appointment times are used effectively.
You are welcome to reach out to us with any questions or concerns.