Office Policies

Insurance: We are committed to providing you or your child with the best possible care. If you have medical insurance, we will be happy to assist you in obtaining the maximum benefit your policy offers. In order to do this, we need your help, as well as your understanding of our payment policy.

We will bill your insurance directly, if it has been demonstrated that your policy covers occupational therapy/physical medicine. This will require a copy of your current insurance card with the appropriate insurance information and a billing address. We will also need a completed claim form (if required by company) to send with the bills.

Please remember that you are responsible for any outstanding deductible, as well as any portion of the bill that your insurance company does not pay.
Co-payments for services will be due on a monthly basis, unless alternate payment arrangements have been made with the Business Director prior to the start of services. Cash, checks, or money orders are accepted for co-payments.

Broken Appointments and Cancellations: Regarding charges for cancellation of appointments --- If you are not going to be able to keep your scheduled appointed, please notify us 24 hours in advance to avoid a flat rate late charge of $120.00 a session. These charges cannot be billed to your insurance company so they must be paid by each family. If your child has been sick and you are not sure whether or not he/she will make the next scheduled appointment, just call and give us a "warning". If you end up cancelling the appointment, there will not be a charge for a late cancellation.

Additional Charges: A $25.00 charge will be added to any returned checks, and balances older than 30 days will be subject to interest charges of 1.5 per month plus a late charge of $25.00.

Treatment Sessions: In order to provide the treatment to you/your child in a timely manner, it is important to adhere to the schedule provided.

One hour treatment sessions consist of 50 minutes of direct treatment time with your child, as well as 5 minutes to discuss the session with you, the parent, if requested. The balance of the hour is to be used by the therapist for documentation purposes.

It is important to follow this schedule. If you need more time to discuss concerns/progress of your child, please let us know so that a consultation appointment can be scheduled. Consultation time is billed at $175 per hour.

Reports: A final note on financial issues concerns the reports that need to be generated every three to six months, depending on your insurance company requirements. When an insurance company requests a progress summary, we must comply even if the insurance does not reimburse for the report. As you are aware, Children's Therapy Center is a "fee-for-service" facility, so if the insurance does not pay for the report, then the fee must be billed to you, the parents. The fee usually is between $150.00 - $200.00 every six months. Please keep in mind that without the report (even though the insurance might not pay for it), your child will NOT be eligible for further services. If you personally request a report or progress summary be written for your child for a school IEP, another agency, or for personal use, the above-mentioned fee will also apply.

Thank you for your understanding as we work together to help your children achieve their fullest potential.