Policies & Procedures

 

In order to reduce confusion and misunderstanding between our clients and KidSense Therapy Group LLC., we have adopted the following policies. If you have any questions regarding the policies, please reach out to KidSense. We are dedicated to providing the best possible care, as well as service to your family. We regard your complete understanding of your responsibilities as an essential element of the care and treatment of your child.

 

Financial Responsibility

  • KidSense may verify the client's benefits as a courtesy. Quoted benefits are not a guarantee of benefits, the client is ultimately responsible for verifying their own insurance benefits. Clients are responsible for tracking any visit limits, deductibles or out of pocket limits as well as exclusions or need for medical necessity. While we endeavor to get each child covered for the services we feel are necessary, we cannot make any guarantee of insurance coverage.
  • Although KidSense Therapy Group is a provider for a number of Insurance Companies, all individual companies have different coverage. This is especially true of companies that purchase insurance outside the state of Connecticut or self-funded companies.
  • If applicable, KidSense will submit insurance claims to the primary insurance company on the policy holder’s behalf. Policy holders are responsible for submitting claims to their insurance company in regard to their out of network benefits.
  • If KidSense is out of network with an insurance company and a client would like to submit a claim for out-of-network benefits, payment for the visit is expected at the time of service. Our office will provide requested documentation by the client to submit to their insurance company.
  • Clients authorize the release of any information concerning your child’s health care, advice and treatment provided for the purpose of evaluating and administering claims for insurance benefits.
  • Clients also hereby authorize payment of insurance benefits otherwise payable to the client directly to KidSense and acknowledge and accept responsibility for any financial obligations that the insurance company does not ultimately cover.
  • Not all services provided by KidSense are covered by insurance. Meetings, consultations, additional reports, paperwork and absences (that do not conform to our cancellation policy) are not covered services and will not be billed to private insurers.
  • Please note that co-payment is due at the time of service. Deductibles and co insurance will also be requested at time of service.
  • Insurance can take a minimum of 2-4 weeks to process. Once KidSense has received an Explanation of Benefits (EOB) from your insurance company you will be sent an invoice for any remaining balance due.
  • Payment is expected within 30 days of the invoice date. After 30 days the client's credit card on file will be billed for any remaining balance.
  • We currently accept cash, check, and all major credit cards. There will be a $35 service fee for all returned checks.
  • Services will be suspended if there are unpaid invoices without any communication to us regarding your balance. Bills that remain unpaid, following 4 attempts to collect a debt will be subject to legal proceedings.
  • KidSense allows one financially responsible party per client, to be designated prior to treatment sessions.
  • Please note, KidSense is unable to split payments between multiple parties.
  • The client is ultimately responsible for all charges of rendered services.

 

Duration of Services

  • Services are provided based on therapist’s recommendations for frequency and duration of sessions, but are subject to client and scheduling availability. Parent/caregiver wrap-up is essential and expected for teaching the family concepts, vocabulary, newly learned skills, and how to help generalize these skills.  Parents/caregivers play a vital role in the success of their child.

 

Drop Off/Pick Up 

  • Parents/caregivers must be prompt in picking up their child, and should arrive 10 minutes before the session ends.
  • Clients and siblings should remain in the waiting room until greeted by a therapist.  Please do not ask our therapists or receptionist to watch your child.
  • During therapy, parents are welcome to wait in the waiting room. If your child requires any special assistance, we ask that you remain in close proximity.
  • If a client is to be picked up by someone other than their parent/guardian or emergency contact KidSense must be notified.

 

Late Attendance

A therapy session will not be extended for a client that is late as we have other clients and groups scheduled throughout the morning, afternoon, and evening. If you arrive late, you are subject to our late arrival policy which will put a client’s schedule under review.

 

Waiting Room

We expect siblings to maintain appropriate behavior in the waiting room area and to be supervised at all times. If you do leave KidSense during your child's session, please make sure we have your cell phone number in case we need to call you. If you need to take or make a lengthy call on your phone we ask that you step outside in consideration of others in the waiting area.

 

Allergies/Restrictions

When you complete our electronic Intake form you will be prompted to complete an Allergy Alert Form. This form is kept in the child's file. It is crucial for every child to have this form filled out, even if your child has no allergies. If there are food preferences or diet restrictions, please make sure this is noted on the form. If you have not filled out this form or need to make changes, please do so as soon as possible.

 

Confidentiality

  • KidSense will keep all personal, medical, and insurance information confidential. Client information will only be released upon receipt of a signed Release of Information form . Consent for a release of information may be withdrawn by the client at anytime with a written notice.
  • KidSense will not discuss a child’s diagnosis, session, progress, and behavior with the client’s tutors, friends, or nannies without the parent/guardian's written consent.
  • We may communicate with clients’ caregivers, parents, or other therapists via email, phone, and mail.

 

Students

KidSense is an educational facility. We support educational opportunities for the community and graduate students. Clinicians may supervise a graduate student who will be involved in assessing and/or treating your child.  If your child is being treated by a graduate student, a therapist will always be present to supervise/observe.

 

Changes with Information

If there are changes to your insurance, address, phone number or email, please let our staff know. We will update your file immediately. Additionally, if there are any medical changes or updates (i.e., medication, diagnose new doctor/therapist, surgery, etc.) with please inform the client’s therapist so they can be aware and make any accommodations if necessary.

Thank you for your support and understanding. We look forward to working together!

 

 

 

 

 

 

 

 

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