POTS is focused on delivering the highest caliber of care and therapeutic services. We have created an insurance resource guide to support families in optimizing insurance coverage and finding alternative solutions (see www.potsot.com/insurance).   

We submit to several out-of-network insurances as a convenience for our patients, however, the ultimate contract for insurances is between the insurance subscriber (primary party on the insurance card) and the insurance carrier. Please note that there is never a guarantee of coverage for payment from the insurance carrier. Regardless of the method of payment, the ultimate financial responsibility for service rendered at POTS rests on a parent or guardian.

PROMPT PAY: For clients who are self-pay, contactless payment in full is due at the time of service using the credit card on file.  

OUT-OF-NETWORK INSURANCE: For clients who are using out-of-network benefits, contactless payment in full for co-pays, co-insurance, or any remaining deductible is due at the time of service.

INVOICES: Invoices will be sent via email after every session. Please open your invoice immediately upon receipt and download it to your device; the online version will expire in 7 days due to HIPAA regulations. There is a $5.00 fee for re-sending each invoice.

PAYMENT OPTIONS: Services can be paid by credit card or check. Checks should be payable to Pediatric Occupational Therapy Services, LLC. All charges associated with the collection of the bill become the responsibility of the parent/guardians. Insufficient Fund charges will incur a $25 service fee in addition to bank charges we sustain.

CREDIT CARD ON FILE: POTS requires that all clients have a VALID credit card on file to cover any charges you may be responsible for. Your credit card will be charged on the day of the session for all applicable fees which may include but are not limited to session fees, co-pays, co-insurance, deductibles, Late Cancellations fees, and No Shows fees (see Financial Policies).

SCHOOL SESSIONS: When services are provided in a school within a 15-minute drive from POTS, a $25 administrative fee will be added to the session; a $50 fee is added to school session further away. These fees cannot be billed to insurance. 

THERAPEUTIC SUPPORT TOOLS: The creation of personalized sensory diets, written home exercise programs, and visual schedules are examples of labor-intensive materials that consume a great deal of therapists' time and expertise. These can be created during part of your child’s regular session or can be created separately outside of regular sessions, and then made available to you upon request for an additional charge.  

RE-EVALUATIONS: All patients are required to have a re-evaluation session after every 6 month period at POTS to monitor progress, track goal accomplishment and set new goals. Sessions are 45-60 minutes. You will be notified in advance when the session will take place. Some third-party payors require more frequent re-evaluations and progress notes. All re-evaluations will be billed at the re-evaluation rate regardless of how frequently they are required. Once the re-assessment is complete a parent consultation will be required either in person, on the phone, or on video chat.

CONSULTATION FEES: We welcome the opportunity to answer your questions and discuss your concerns regarding your child, and to collaborate with any family members or professionals who are involved in helping your child reach their goals (see "Communication" below)

Brief discussions can take place during the first or last 10 minutes of your child's session. Please be advised that any additional collaboration time or meetings outside of your child’s therapy treatment session will incur an additional expense at POTS' hourly rate.

REPORT REQUESTS: Insurance reports, IEP’s, yearly progress reports, program plan updates, and annual reviews with goals and objectives take a great deal of time and thought. They will be billed at a rate of $100.00-$200.00 for letters, progress notes, reports, IEPs, sensory diets for a classroom setting, and school recommendations. Payment is required before the reports are released.

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: Please be advised that this cancellation policy applies to services performed in all settings, (e.g., clinic, home, school, daycare).
All cancellation fees must be paid prior to your child's next appointment. 

• If you cancel in less than 48 hours, you'll be subject to a $25 cancellation fee per appointment unless you opt for a telehealth appointment at the originally scheduled time
• If you cancel in less than 24 hours, you'll be subject to a $80 cancellation fee per appointment unless you opt for a telehealth appointment at the originally scheduled time. In exchange for the 24 hour cancellation fee, we will provide you with a home activity program so that you can work with your child on their therapy goals.
• If you do not notify us within 3 hours prior to your child’s scheduled session, or do not attend, you will be billed for the entire session.

The POTS calendar will be broken into Trimesters:

• Winter/Spring: January 1st - April 30th
• Spring/Summer: May 1st - August 31st
• Fall/Winter September 1st - December 31st

If more than 3 sessions are canceled and not made up within a trimester, you will lose your regular spot. To avoid this, make-up sessions must take place within 2 weeks of the canceled appointment regardless of any cancellation fees accrued. If you lose your spot, you will be offered a flex schedule in which you may call the office weekly, every Monday morning or at your convenience, and book any available spot for that week.

In the event that we cancel your appointment due to unexpected staffing issues, you will receive a “cancellation” credit to offset a future cancellation.

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.  

We understand the need to "check in" with your child's therapist outside of the session from time to time. When these phone discussions are less than 15 minutes and remain infrequent, there is no cost to you. 

Creative communication options:

• Call or Zoom during the last 10 minutes of the session so that your child can show you their accomplishments so you can update your home program.Your therapist can take some quick pictures or videos during the session and email them to you if you have signed a release.

• Discussions that last more than 15 minutes in person, on the phone, or on Zoom must be scheduled in advance and billed at the usual hourly fee on a prorated basis since this pulls the therapist away from treatment time. Please be aware that when a 15-minute "quick call" exceeds 15 minutes you will automatically be billed at the usual hourly fee on a prorated basis. This discussion fee also applies to meetings with the Director, team meetings, discussions with teachers, and any other participant in your child's care, unless it occurs during the child's session.

We are happy to respond to brief emails; however lengthy questions and IEP reviews will require a scheduled phone conference we must prepare for in advance in order to give your concerns the attention they deserve. They will be billed at our hourly rate.

We are happy to work with your child in schools that are nearby and adhere to strict COVID protocols. It is your responsibility to inform our office at least 72 hours in advance if your child cannot attend therapy in school due to a planned absence, special school events such as a test, school vacation, or holiday. In the event of a sudden illness or emergency, please inform us immediately so that we do not go to the school. If we go to the school and your child is not available, you will be billed for a full session.  

On snow days, or if school is closed for any reason (floods, quarantines, etc.) POTS will provide virtual sessions at the same time as your child's usual therapy session. If you decline the virtual therapy option, we will attempt to reschedule a make-up in the school instead, in consultation with the teacher, and will inform you before or after the session, as they often rely on in-the-moment scheduling. If you turn down the virtual option, and there is no session in school it will count as a cancellation for the purposes of the Attendance Policy

During the outset of COVID the waiting room was closed. Currently, the waiting room is open, but policies may change with the nuances of the pandemic. Masks are required of everyone above the age of 2, regardless of vaccination status. If your child needs any special accommodations, please call the office, or reach out to info@potsot.com or Shoshana@potsot.com.

Daily carryover greatly accelerates your child’s progress. All parents are required to be present during the first or last 10 minutes of each session to learn how to implement and upgrade the home program to make progress towards your child's goals. We strongly recommend that at least one virtual session be scheduled. This will enable the therapist to see your child’s everyday environment and create a tailored home program that makes use of your specific homework, play, and/or eating space.

We consider ourselves part of your child's team and welcome collaboration with all family members and professionals who are involved in your child’s care. Please put us in contact with any professional or family member you deem necessary to help your child achieve his/her goals. We often communicate with your child's pediatrician and may regularly send him/her an initial report, plan of care, and progress reports, unless you direct us otherwise.

There are 4 designated spots for Pediatric Occupational Therapy Services in the Teaneck parking lot behind the building. Please do not block any cars or park in any other reserved spots or other building tenants will tow/block your car. Parking is also available on Queen Anne Road, State Street, and surrounding blocks.

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