NETS Policies and Procedures
Welcome to not your everyday therapy!
Not Your Everyday Therapy Services (NETS) is a family-centered pediatric private practice providing Speech Therapy, Occupational Therapy, and Applied Behavior Analysis therapy. As part of our services, your child will receive an individualized treatment plan. NETS strives to provide comprehensive services for all clients by including family members, school personnel, medical doctors, and other therapy professionals throughout the treatment process. This includes providing consistent communication and coordination of care.
These established policies provide a variety of information regarding our clinic. If you have any questions or concerns regarding the information provided, please let us know. Policies may be updated from time to time and we encourage families to review our published policies and procedures by checking our website regularly.
Policies and Procedures
NETS is committed to providing every child with medically necessary Medical (i.e. Speech Therapy, Occupational Therapy, etc.) and Behavior Analyst services. Prior to beginning services, all Clients/Legal Guardians are required to review the following:
● Policies and Procedures
● Terms and Conditions
Both are located on our website and require a Signed Acknowledgment to be kept on file. Both are periodically updated on our website and electronic communications will advise changes. Please direct any questions regarding this information to info@notyoureverydaytherapy.com.
A positive attitude and cooperation of all clients is a vital component of therapy services provided by NETS. Clinicians use secure messaging software to communicate effectively and efficiently with parents and families. As part of the therapy services, home practice is an essential component to progress. The goal is to help the client and family by making a meaningful difference outside of the clinic setting. Ideas, strategies, and activities will be shared and we periodically provide assigned work outside of therapy sessions to target throughout daily life. Clinicians welcome parents/legal guardians to ask questions and request additional support when needed. We aim to provide a positive learning environment for all clients regardless of race, color, ethnicity, religion, or gender.
These established policies provide a variety of information regarding our clinic. If you have any questions or concerns regarding the information provided, please let us know. Policies may be updated from time to time and we encourage families to review our published policies and procedures by checking our website regularly.
Contact information
Office Hours: 8:00 AM-6:00 PM. Monday – Friday
Services are available by appointment only
Phone: 405.464.8484
Fax: 405.883.3061
Email: info@notyoureverydaytherapy.com
Refund Policy
FAQ
Therapy Session Expectations
NETS provides pleasant, confidential, and highly individualized services. Due to limited office space, you may overhear confidential information. It is your obligation to maintain confidentiality. All participating parties will be required to electronically acknowledge the Confidentiality Agreement found in the Terms and Conditions prior to beginning services.
Parents are encouraged to attend treatment sessions. We require parents to stay on our premises during all medical therapy appointments (Speech, OT, PT). However, if your child performs better without you in the room, or other children who would cause a distraction, families are welcome to wait in their car or lobby. Parents are asked to come back to the treatment room during the last five (5) minutes of each session. It is during this time you will sign documents (if required) for the day, go over home practice ideas, and consult with your child’s therapist. As treatment goals are achieved, please review Dismissal & Termination of Services detailed in the Terms and Conditions. Please note ABA services have separate therapy session expectations which will be reviewed with you in your first parent meeting.
Difficult behaviors displayed by children are possible. However, any behaviors determined to be too dangerous for therapy services will be referred to other providers who are more suitable. It is our commitment to provide a safe and constructive learning environment for all. Our Clinic Director, Clinical Staff and Legal Guardian(s) will consult and address violent behaviors.
Attendance/Cancellation Expectations
NETS strives to render the highest quality therapy services by addressing issues of attendance and appointment cancellations. Patients will be required to establish recurring/standing appointments weekly/ monthly. Regular attendance of scheduled therapy sessions is crucial to meaningful progress. Therefore, to better serve our growing number of patients and their families, we require everyone to follow our 80% Attendance Policy and respect our 24 Hour Cancellation Policy regarding appointments. See our full Attendance Policy and Cancellation Policy below for more information.
Attendance Policy
If attendance begins to fall under 85% of scheduled hours/sessions for 2 consecutive weeks, we will notify you. This includes late arrivals and early pick-up during the scheduled time. This will be documented and will count against your attendance. If attendance continues to be under 85% for the third week, services will be discontinued. Absences, late arrivals, or early pick-ups will be excused with a doctor’s note, 12 hours notice if sick, or a week’s notice for vacations. Absences will also be excused if severe weather conditions are present or if we send a client home due to symptoms of illness.
Due to an increased need for services in the community, if appointments are missed without contacting our office within the required time, this is considered a No-Show appointment. After three (3) No-Show appointments, the scheduled appointment time will be released, and the patient will be moved to the waiting list.
Cancellation Policy
Our office requires 24-hour notice in the event of a cancellation or need to reschedule an appointment. We allow three (3) cancellations/reschedules per 90-day period before addressing the need for possible change of appointment time to support continuity of quality services for the patient and or possible discharge from services.
NETS strives to provide productive treatment sessions. If arrival time will be 10 or more minutes from the scheduled time, NETS reserves the right to cancel the appointment to avoid impacting other scheduled appointments.
Child Pick-Up
The Legal Guardian will be provided with a unique checkout code to provide to persons over the age of 16 allowed to pick up the child. We ask families to inform NETS Front Desk staff to notify, in writing, of anyone new picking up the child. At pick up we will ask for the code and valid ID of the individual picking up the child. Under NO circumstances will the child be released to anyone who does follow this procedure.
Illness
NETS understands patients and family members get sick and emergencies happen. For the child receiving services and to protect others in the clinic setting, please utilize the following guidelines:
Cancel appointment if one or more of these conditions are present:
- Temperature of 100 degrees or above
- Vomiting, nausea or severe abdominal pain
- Other symptoms suggestive of acute illness
Return to Therapy Guidelines:
- Fever-free for a full 24 hours without the use of medication
- Symptom-free of vomiting, nausea, or severe abdominal pain
- All health conditions listed above have been treated
Reportable Incidents
Employees of NETS are mandatory reporters if they suspect a child has been physically, emotionally, or sexually abused, neglected, or is in danger of harm. Oklahoma law requires anyone who suspects abuse or neglect to report it to authorities. Other reportable incidents that require an internal incident report and guardian notification include:
● Elopement of a child
● Injury to an individual when the origin or cause of the injury is unknown
● A significant injury to an individual, including:
○ a fracture
○ a burn greater than first degree
○ choking that requires intervention
○ contusions or lacerations
● An injury that occurs while an individual is restrained
● A medication or supplement error, including refusal
Statement of Risk
NETS provides services to clients who may have intensive behavioral and/or medical needs and cannot guarantee the absence of risk to others. Safety is our top priority; however, we cannot prevent all potential risks that may take place within the clinic setting.
Payment for Services
To meet the individual needs of your child, every client receiving therapy services will need to complete an Intake Form. We work to make the billing and payment service as easy as possible. While we will file your insurance claims for you, it is required for Legal Guardian(s) to work with us to resolve insurance company requests to obtain payment for services. We are a third party to the relationship with the insurance company. Due to this, specific changes with insurance companies may arise and are out of our ability to predict or control.
Insurance benefits for therapy services will be checked and reviewed in detail prior to the first appointment. Please note that quoted benefits are not a guarantee for therapy services covered. A diagnosis and treatment plan of care are unique. Insurance companies review and make the final determination of benefits and payment for services rendered.
Billing Information for Accepted Insurance Carriers
For therapy services, we are currently in-network and/or accept the following payors:
● OK Medicaid (SoonerCare, SoonerSelect, Humana, Aetna, TEFRA, etc.)
● BCBS
● TriCare
● HealthChoice
● United Healthcare
● Aetna
● HealthCare Highways
● UMR
● WEB-TPA
● Cigna
● Medica
Co-payment is due the day of service and we will file the insurance claim. If services are not covered for any reason by your insurance company, you will be responsible for payment in full.
Insurance companies can change in-network services on a healthcare provider by negotiating or mandating new contracts. This may result in potentially being removed from the network if agreement is not reached for reimbursement rates. Due to this, NETS patients may have to find services with other network plans to receive covered services at a lower cost or utilize our Same Day Payment Rate for private pay services..
Billing Information for Out-of-Network Insurance Carriers
If we are out-of-network with your insurance company, full payment of service is due the day of service. As a courtesy, we will submit a claim on your behalf. Depending on your insurance plan, out-of-network benefits may be payable after your deductible is met. Some carriers will reimburse you directly, while others will reimburse the clinic. If the clinic is reimbursed the amount will be credited to your account and future payments for services will be adjusted accordingly. Written reports will be provided upon request of the insurance company as needed.
Billing Information for Private Pay Therapy
If we are not in-network with your insurance carrier or if the service(s) are a non-covered benefit from your insurance provider we do offer a Same Day Payment Rate. To qualify for this rate, the payment must be made the day of service.
Same Day Payment Rate
The initial evaluation fee will range between $125.00 to $300.00 depending on the assessment. This will include an evaluation and written report.
Speech-Language Therapy treatment sessions are $70.00 for a 30-minute session or $125 for a 60-minute session. Determination of therapy session time is at the discretion of the caregiver and therapist, based on the child’s needs.
Applied Behavior Analysis (ABA) services are $60.00 an hour for a technician and $125.00 an hour for a Board Certified Behavior Analyst (BCBA). Our policy dictates a BCBA is required to supervise 10% of the total hours per week at minimum. Determination of therapy session time is at the discretion of the caregiver and therapist, based on the child’s needs.
Occupational Therapy (OT) services are $70.00 for a 30-minute session or $125 for a 60-minute session. Determination of therapy session time is at the discretion of the caregiver and therapist, based on the child’s needs.
Additional services provided include attending an IEP meeting ($125.00) and performing school or home observations for up to 90 minutes ($150.00). All payments are due at the time of service(s) to qualify for these discounted prices.
Refund Policy
No refunds will be made for services already rendered. If at any time it is determined a refund should be appropriate for prepayment of services that are no longer going to be utilized, the client should speak with the Clinic Business Manager at the Main Office Number to make arrangements.
Let's connect
At Not Your Everyday Therapy Services, our commitment goes beyond the policies outlined here. We are here for our clients and their families, and we value open communication.
If you have any questions, comments, or concerns that are not addressed in this document, please do not hesitate to reach out.
Call or Text us at (405) 464-8484 or email us at info@notyoureverydaytherapy.com
Your voice matters, and we look forward to supporting you every step of the way.