SCHEDULING: Your child will make the most progress when he/she/they attend therapy at the frequency that we recommend. Scheduling is done in advance and is an ongoing commitment on our part and yours. Once you have a "standing" spot(s), you are expected to attend on that (those) day(s) and time(s). Your therapist is reserving that time specifically for your child.
ATTENDANCE: We aim for 100% attendance so that we can maximize your child's progress. Cancellations due to transportation glitches, tight scheduling, quarantine, childcare, etc. can be avoided by scheduling a telehealth session. So if you cannot get to POTS for any reason, (including the COVID quarantine requirements) we are happy to see your child virtually. Virtual sessions have the advantage of bringing therapy into your home. This enables the therapist to see your child’s everyday environment and create a tailored home program that makes use of your specific work/play space and resources. You can substitute a virtual session for an in-person session at any time.
CANCELLATIONS: If you cancel for any reason with less than 24 hours' notice and do not take advantage of the option to do a virtual session, an automatic non-negotiable charge of $80.00 will be applied to the credit card on file. Cancellation fees are not reimbursed by insurance companies or the Board of Education. If a cancellation occurs the therapist will prepare a home exercise program or video to accelerate your child's progress. Please be advised that this cancellation policy applies to services performed in all settings, (e.g., clinic, home, school, daycare). The missed session will count as a cancellation on the Attendance Policy.
All cancellation fees must be paid prior to your child's next appointment.
RECURRING CANCELLATIONS: A high cancellation rate indicates that the day/time of your spot is not meeting your needs, and is likely to be hindering rather than helping your family. If your attendance rate drops below 80% in a month your standing spot(s) is in jeopardy unless the missed session(s) have been made up in person or virtually within the month. If this happens we will offer you a "flex schedule" which means you can call each Monday morning to schedule a spot(s) for the upcoming week. For some families, especially those with unpredictable schedules, this may be the best option. Once you have a 100% attendance rate for 4 weeks you are invited to again book a new permanent spot based on availability.
NO SHOW: If you do not attend a session or cancel it for any reason you will automatically be billed for the session in full. The missed session cannot be billed to insurance or a Board of Ed.
INCLEMENT WEATHER: POTS does not follow the snow day schedule of any particular school district or town. When a storm is expected and the roads are dangerous, the office may close or open late. Do not assume that the office is closed unless you check Facebook, your voice mail, texts, and emails and speak to a POTS representative. If you choose to stay home please call our office by 8:00 AM with your name and phone number so we can set up a virtual therapy session at your regular time, or re-schedule for later in the day or within the week. If you turn down the virtual option when POTS is open it will count as a cancellation on the Attendance Policy.
BOARD OF EDUCATION SESSIONS AT POTS: Board of Education contracts will be honored on a per-child basis; however, if your district does not reimburse POTS within 60 days, services may be temporarily withheld. If your school district pays for your child’s sessions, no-shows and missed sessions are not covered and you will be responsible for making up the sessions within the week or lose your spot.
ILLNESS: Please do not bring your child to POTS with a fever, strep, an unidentified rash, diarrhea, vomiting, pink eye, or any contagious illnesses. In general, if a child is too sick for school, he/she is too sick for in-person therapy. To keep your child's progress ongoing, we will expect to do a telehealth therapy session at your usual therapy time unless your child is actively ill. Your child must be fever-free for 24 hours to return to POTS. If there is any doubt, please call at least 24 hours in advance and we will be happy to guide you.
QUARANTINE: If your child is quarantined, please let us know right away. We expect to do a virtual session at your child's regularly scheduled therapy time.
HOLIDAYS & VACATIONS: POTS does not follow any school district schedule, so do not assume that when your school is closed your child does not have therapy! POTS is OPEN on Columbus Day, President’s Day, Martin Luther King Day, Election Day, Good Friday, the day after Thanksgiving, and the days before Christmas and New Year. We are closed on major Jewish holidays and some federal holidays and offer make-ups in advance. Closures are posted in advance in the office and are sent via e-mail. Advance make-up sessions are encouraged and alternative scheduling is often available especially when planned 2-3 weeks in advance.
MAKE-UPS: Make-up sessions may take place with other members of the POTS team, with or without notice.