I want to welcome you to Handwriting Therapy Services (HTS) and let you know how much I appreciate you reaching out to me to help your child. In order to provide the best services for your child so that they get the maximum benefit from the program, the following policies and procedures were designed. Please read and sign below, and feel free to contact me if you have any comments or questions.
Consultations: An introductory consultation is provided to parents free of charge. This includes a phone conference or meeting of up to 30 minutes to discuss your concerns and see if your child would benefit from any of the Handwriting Intensives (individual, dyad, small group), a comprehensive OT evaluation, and/or individual OT sessions. A post-evaluation/reevaluation planning conference (30 minutes) is included in the evaluation fees. Brief discussions can take place before or after sessions (please email or let me know so I can allow time). If you have lengthy questions that may require more than 10 minutes, I ask that you email me or set up a separate meeting time so your child’s session is not disrupted. These will be billed at the hourly rate. I also realize you may want me to discuss or meet with your child’s teacher(s) or other professionals and these meetings, observations, presentations, off-site therapy sessions, report time for home programs/activities, or trainings will be billed at the hourly rate (if over 15 minutes in length).
Payment: Payment for evaluations/reevaluations, individual OT sessions and consultations is due at the time of service, or sessions can be pre-paid by cash, check or credit card (Visa or MasterCard). A $50 deposit (to be applied toward total fee) to hold your child’s spot and order/obtain materials is required 30 days prior to handwriting intensives with remaining payment for handwriting intensives due prior to or on the first day of the session. There will be a $30 fee on returned checks. If there is an outstanding balance on your account and no payment has been made toward that balance within 60 days, we reserve the right to put your child’s therapy on hold until payment is made.
Insurance: Handwriting Intensives are not billable for insurance. If your child will receive individual OT sessions, HTS is considered out-of-network. If you are relying on out-of-network coverage, it is your responsibility to check with your insurance provider before starting therapy. HTS does not submit claims, although we do provide invoices with codes and therapist/clinic information for ease in filing claims. Filing a claim will not guarantee coverage.
Prescriptions/Letters of Medical Necessity: This will only apply to clients who will be receiving individual OT. A prescription from a physician will be needed prior to your child’s first therapy session (per state licensing rules). You can either ask your pediatrician to write one for you or I can provide you with a form for your doctor to fill out and sign. Please let me know if you need any assistance with this.
Scheduling: Scheduling is done in advance and therapy sessions are an on-going weekly commitment. Recommendations for frequency and duration of individual OT sessions will be determined from the results of the evaluation. At the post-evaluation meeting, therapy sessions will be scheduled, and this time slot will be held on an on-going basis. Please let us know in advance when sessions will conflict with vacations, doctor’s appointments, school or family events so that makeups can be scheduled in order to provide continuity of care. A calendar for dates for Handwriting Intensives is posted on the website. Please fill out the preference sheet for Intensives and I’ll do my best to meet everyone’s needs.
Holidays: Please refer to the calendar on the website for the holidays that will be observed and when HTS is closed as we do not follow a school schedule.
Cancellations: The success of your child’s progress depends on consistency and timeliness. If you must cancel an appointment due to an illness or emergency, contact me 24 hours before the scheduled appointment or a $50 No Show fee may be assessed. At the time of cancellation, a make-up session can be scheduled. In the event of inclement weather that may be a safety concern or an unexpected illness (picked up sick from school, fever later in day), contact me and I can try to schedule a make-up with no fee assessed.
Illness: Please do not bring your child to HTS with a fever, strep throat, flu, unexplained rash, diarrhea, vomiting, pink eye, lice, open/draining lesions, impetigo or any contagious illnesses. If a child is too sick for school, he/she would be too sick for therapy. Please do not resume sessions until your child is fever-free for 24 hours. I’ll be happy to try to schedule a make-up when your child is feeling better.
Drop off/Pick up: If you choose to leave during your child’s session, please be sure to let me know and whether there will be a different person returning for pick up. Please try to arrive 10 minutes before the end of your child’s session in order to avoid late pick up. A late pick up fee will be assessed at the hourly rate ($1.83/minute) if you are more than 5 minutes late picking up your child. Because many sessions are scheduled back-to-back, it’s difficult to accommodate late arrivals, however, your child will be seen for the remaining time and the full session fee will be assessed.
Communication: In order to follow HIPAA guidelines, hard copies of your child’s personal information will be kept in a locked location at all times. Electronic documents will be kept on an encrypted drive and electronic communication by email may be encrypted and client documents will be password protected. Client documents will be given in person or faxed. Parents can deliver hard copies of information as needed.