Free · Professional-only · Canada

Understanding therapist availability in Referral Circle

By Marilu Cardó, founder of Referral Circle · Reviewed 7 September 2026

Availability helps you decide whom to contact. It is information reported by the professional, and it can change between a profile update and your inquiry. Referral Circle does not book an appointment or independently confirm an opening.

Read the status alongside the service

“Accepting new clients,” “limited availability,” “waitlist” and “not accepting” describe different situations. Limited capacity may apply only to particular services, appointment times or populations. A waitlist is not an available appointment. Review the profile before deciding whether the option fits your requirements.

Therapy and assessment services have separate availability fields. An opening for therapy does not establish that the same professional can accept an assessment referral. Look at the service you are actually seeking.

Check the confirmation information

Referral Circle asks members to keep availability current. When confirmation is overdue, the platform treats the profile as unavailable rather than assuming the earlier status still applies. A recently confirmed status remains a starting point for direct confirmation, not a guarantee.

Ask about the practical requirements

Before proceeding, independently confirm whether the professional can offer the required service, in the relevant jurisdiction and format, with a suitable fee and timeline. For assessments, clarify the intended service and report requirements. Do not place client histories or identifying information in the directory search.

A fictional inquiry might be: “Are you currently accepting virtual adult therapy referrals in Alberta, in Spanish? Could you confirm your current fee and expected appointment timeline?” It describes the service without disclosing a case.

Keep your own profile accurate

Update your status when capacity changes and respond to the existing confirmation reminders. If your assessment capacity differs from your therapy capacity, update both fields. Describe your focus accurately so a colleague can distinguish a relevant option from a broad label.

When an option is no longer available

Return to the search and review the differences in other options. Adjust a flexible preference only when appropriate. Do not silently drop an essential requirement merely to obtain a result. The therapist handles all next steps independently; Referral Circle does not contact clients or ask them to confirm an outcome.