Tumble N' Dots Pediatric Therapy Policies

Before your first session, please complete all intake forms in your packet. These help us understand your family, your child’s history, and how we can best support your journey together. Intake forms are emailed out and are also available here.

Individual Therapy Sessions

We understand that unexpected things happen. Our policy is based only on when you cancel:

• More than 24 hours before your appointment: no fee.
• Less than 24 hours before your appointment: $50 late cancellation fee.
• Cancelled after the appointment start time, or not cancelled at all: $75 no-show fee.

Fees apply regardless of whether we are able to reschedule you that week or another family takes the spot. Fees are applied automatically by our scheduling system, and our staff are not able to remove them. If you do not pay the fee through the parent portal, it will be added to your next invoice.

The parent portal is the only way to cancel an appointment. Please do not call, text, or email the office to cancel. Those requests are not processed, and the appointment will still be charged. Cancel through the parent portal.

If your child takes a break from therapy, we will do our best to hold your spot, but we cannot guarantee it.

Occupational, speech, and feeding therapy may be eligible for reimbursement through your FSA or HSA. We provide superbills you can submit.

Tumble N’ Dots is a private pay clinic and is not part of any insurance network.

We do provide superbills for potential reimbursement that you can submit to your health insurance carrier or FSA account as an out-of-network provider. Please review our Out-of-Network Insurance Reimbursement Guide. 

The child’s family is responsible for all services rendered. If you wish to pursue possible reimbursement from your insurance company for an out-of-network provider, please provide us with the following to be included with your invoice:

• Letter of referral or prescription for services from the referring physician
• DSM-5 or ICD-10 diagnosis and code number (designated by the physician)

This information will enable us to provide an invoice that is in keeping with your health insurance company’s invoice policies.

To facilitate processing of reimbursement claims we provide our patients with a receipt for services (a superbill) that includes all information needed to submit a claim to your insurance company. It is not guaranteed that services provided will be covered by your specific insurance plan. For information about reimbursement rates, contact your insurance provider about your specific out-of-network benefits. Here are some helpful questions to ask your health insurance representative to clarify your out-of-network benefits:

• Does my coverage include mental health services?
• Does my coverage include seeing an out-of-network provider?
• What is my deductible and must it be met before services are covered?
• What is the amount of coverage per therapy session?
• Do I need a referral from my primary care physician to access my out-of-network benefits?

We will be happy to schedule a call with your pediatrician to discuss our findings during the evaluation process and consult on our recommendations.

Please remember that payments are due at the time of receipt regardless of delays in reimbursement by insurance providers.

Learn more: What is a superbill?  ·  In-network vs. out-of-network therapy

Invoices are issued twice a month. If a credit card is on file, it will be charged when the invoice is created. A receipt will then be emailed to you. Payments are due within two weeks of the invoice date.

New families: a deposit is due before the first appointment or evaluation.

If a check is returned or a card payment fails, you will have 7 days to resolve the issue. Any bank fees are the client’s responsibility. Services may be paused if balances remain unpaid.

If you ever need help understanding your invoice, please reach out. We are happy to walk you through it.

If you have any questions related to billing please contact our office.

• Late arrival: If you are running late, let us know. We will do our best to see your child, but the session may be shortened.
• Illness policy: Please keep your child home when they are sick. If a therapist is sick, we will reschedule promptly to protect your family’s health.
• Teletherapy options: If you would like a video session, just ask. We can often make that happen.
• Parent involvement: Caregiver participation is encouraged. Even a quick check-in during or after a session makes a difference.
• Feedback and concerns: If something is not working for your family, or if you have suggestions, please share them. We value your input and want to partner with you.