Your child’s success in therapy can be greatly enhanced with regular attendance, communicating with your therapist/s and practicing home exercises provided by your therapist/s. WBT Therapy Works, Inc (WBT) has a strong commitment to providing quality therapy services to children to develop skills & enhance lives! We ask that all families share in our commitment by playing an active role in the therapy process to ensure the best poss
Your child’s success in therapy can be greatly enhanced with regular attendance, communicating with your therapist/s and practicing home exercises provided by your therapist/s. WBT Therapy Works, Inc (WBT) has a strong commitment to providing quality therapy services to children in order to develop skills & enhance lives! We ask that all families share in our commitment by playing an active role in the therapy process to ensure the best possible outcomes for your child.
Frequent cancellations and “No-Call, No-Show” (NCNS) appointments are interruptive of the client’s continuity of care resulting in regression of skills learned. Missed appointments also have a negative financial impact on our practice result in increased turn-over of therapists due to difficulty with maintaining caseload. CONSISTENCY IS KEY! The following policies are to provide an outline to each family what this commitment means on your part so that we may work together as a team.
1) The Attendance Policy applies to In-Office and Telehealth(virtual) appointments.
2) A minimum of twenty-four (24) hours’ notice is requested for cancellations and rescheduling requests.
a) If the Responsible Party representative does not contact the office/therapist to inform that client cannot attend a scheduled appointment, the appointment will be deemed a “no-call, no show (NCNS).”
b) Two NCNS statuses will lead to client being discharged from services.
3) Responsible Party will receive an appointment reminder via text 1 day prior to each scheduled appointment.
a) Responsible Party is expected to confirm or cancel each appointment upon receipt of reminder via text or phone call.
b) If canceling, Responsible Party must contact our office to provide reason for cancellation.
i) WBT Therapy Works, Inc. Office Line (text or call): 678-322-8255
4) Late cancellation or NCNS of an Evaluation appointment will incur $50 fee that must be received for our office to reschedule another evaluation appointment.
5) Responsible Party should provide our office at least 2 weeks’ notice to cancel appointments due to vacations, travel or other obligations where the child is going to miss recurring scheduled treatment sessions.
6) Punctuality for appointments allows adequate therapist/client interaction and time to report outcomes to Responsible Party. If client arrives more than 10 minutes late to appointment without notice, the appointment is marked as a NCNS.
7) All clients must maintain at least a 75% attendance rate per calendar month.
a) Calculation Example 1:
1. Scheduled Appointments = 1 time/week (4 sessions per month)
2. Canceled Appointments = 2 missed appointments for month.
3. Calculation= 2 (attended appointments) divided by 4 (scheduled appointments) = 50% attendance rate
4. Attendance Rate = Unacceptable
b) Calculation Example 2:
1. Scheduled Appointments = 2 times/week (8 sessions per month)
2. Canceled Appointments = 1 missed appointment for month.
3. Calculation= 7 (attended appointments) divided by 8 (scheduled appointments) = 88% attendance rate
4. Attendance Rate = Acceptable
c) Failure to maintain at least a 75% attendance rate per calendar month will result in client’s discharge from services per discipline.
i) In order to resume services:
1. Responsible party must agree to place a credit/debit card (non-insurance card) on file that will be charged a $30 fee per missed appointments.
2. Responsible party must sign waiver (pending insurance carrier) and agree to be charged for non-insurance billable fees.
3. Resumption of services is at the discretion of the therapist and/or clinic.
d) Client’s attendance rate separately affects each discipline of therapy services (i.e., speech therapy (ST), occupational therapy (OT) and/or physical therapy (PT) appointments). Therefore, if client has a 75% attendance rate for ST and a 60% attendance rate for OT; then client will be only discharged from OT appointments.
e) Siblings each have their own attendance rate expectations and accountability in accordance with the Attendance Policy.
6) Cancellations due to extenuating circumstances will be considered excusable and not calculated towards your attendance rate.
a) Extenuating circumstances are deemed excusable at the discretion of our office. Below are a few examples of extenuating circumstances, but not inclusive of all:
i) Medical emergencies (must present doctor’s excuse to be excused)
ii) Unforeseen transportation emergency i.e., flat tire, car accident
iii) Unforeseen personal family emergencies and/or crisis situations (requires explanation to be excused)
7) Cancellations due to illness:
a) Reported illness of client or family member is not considered an extenuating circumstance.
b) The first canceled appointment due to illness will be calculated towards your attendance rate and considered a life circumstance.
c) Subsequent cancellation of appointments, (with proper notification) due to the same initial reported illness will not count against your attendance rate.
a. Subsequent appointments will be placed on hold for no more than 2 weeks.
d) Attending appointments while sick is not encouraged. It is best to reschedule appointments when child is well.
8) “No-Call, No-Shows” (NCNS):
a) A NCNS is considered inexcusable without further explanation and/or proof of an extenuating circumstance.
b) Two (2) NCNS appointment statuses will result in discharge of services without the option of returning to our clinic for future services.
9) Make-Up Appointments:
a) Make-up appointments must be attended via telehealth (virtual Zoom session); unless otherwise determined at the therapist’s discretion.
b) Make-up appointments for cancellations must be attended within 1 week prior to the next scheduled appointment of the same day/time of the canceled appointment.
c) Attended make-up appointments will be forgiving of the canceled appointment; therefore, not affecting client’s attendance rate.
d) Make-up appointments due to Responsible Party cancellations are offered at the therapist’s discretion and pending availability.
e) Make-up appointments due to therapist or clinic cancellations will be offered to clients to meet frequency of visits per client’s plan of care (POC).
e) Cancellation or a NCNS of a Make-Up appointment will affect client’s attendance rate and are subject to all guidelines of the Attendance Policy. Cancellation or a NCNS of a make-up appointment will likely result in denial of future make-up appointment requests.
10) Please contact our office management team should any attendance and/or scheduling concerns between the assigned therapist and client’s responsible party.
Enrollment of services at WBT Therapy Works, Inc. as well as signature on file of our General Acknowledgement of Forms constitutes agreeance of this and all implemented policies of our clinic between the responsible party of client.
Thank you for choosing Therapy Works! ~Developing Skills & Enhancing Lives~