Cancellations and Missed Appointments
If it is necessary to cancel an appointment, please notify the office as soon as possible. Cancellation should be made at least 24 hours before the appointment. If the therapist is not given sufficient notice and is expecting the child, a $50.00 charge will be made at the discretion of the treating therapist. We strive to implement this policy in a reasonable fashion and take into consideration the somewhat unpredictable nature of working with children. If the child needs to stop therapy for any length of time, his/her regularly scheduled time cannot be promised upon return.
Our therapy groups are dependent upon consistent attendance of all group members for them to be successful; therefore, we cannot offer refunds or make-ups for missed group meetings, but will provide missed content to parents and provide reviews within the class.
When scheduling an evaluation for your child, we may ask that you send us a deposit of $100 to hold your child’s space. Any cancellations should be made at least two weeks prior to the evaluation date in order to receive a full refund of your deposit; cancellations made less that two weeks before the scheduled date will cause you to forfeit the deposit.
Our therapy groups require a deposit of $100 to hold your child’s spot in the group. Any cancellations greater than two weeks prior to the start of the group will receive a full refund; cancellations that occur less than two weeks before the first group meeting will receive a refund of their deposit less a $100 cancellation fee.
Payment will be due at the time of treatment, with the exception of group classes which are billed during group class registration. Payments are considered delinquent if not paid within 30 days and are subject to late charges. Accounts that are more than 60 days past due will necessitate discontinuation of therapy. If you have questions about any invoices please direct these questions to our office. In the event that your check is returned due to insufficient funds, you will have 7 days from the time you are notified to make alternative payment arrangements. You will be responsible for any bank fees or charges incurred due the returned check.
If your child is being evaluated for services, we require full payment at the time of the assessment.
Policy Regarding Insurance Reimbursement
Tumble N’ Dots is not part of any insurance program or network. We will not bill insurance providers directly. The child’s family is responsible for all services rendered. If you wish to pursue reimbursement from your insurance company please let us know in advance. In order to generate an invoice that your insurance company will accept, you will need to provide us with the following:
- Letter of referral or prescription for OT from the referring physician
- DSM-IV or ICD-10 diagnosis and code number (designated by the physician)
- The complete name of the insured policy holder to be recorded as the billable party
We Strongly recommend that you contact your insurance company to inquire about allowable CPT codes for OT services.
This information will enable us to provide an invoice that is in keeping with your insurance company’s invoice policies. Please remember that monthly payments are due at the time of receipt regardless of delays in reimbursement by insurance providers. If additional documentation is required by your insurance provider a charge will be made based upon therapist time.
If you have any questions related to billing please contact our office.
Each therapist in this office is an independent practitioner who is not responsible for the practice or liability of any other therapist in this office.