THERAPY POLICIES
Treatment Sessions
Individual therapy appointments are 45-60-minutes in duration and include direct client treatment and parent/caregiver conversation on the client’s plan of care. Progress, exercises, and/or home assignments may be reviewed during discussion time.
Scheduled Time
Therapists strive to stay on schedule and appointments are not overbooked; however, there may at times be circumstances that are beyond our control that could result in a delay in starting your appointment. When a therapist is off schedule, we apologise for this inconvenience and appreciate your patience.
Late Arrival To An Appointment
To ensure we are able to make full use of your appointment time, we ask that you arrive promptly for your scheduled appointments - we recommend arriving 5-10 minutes prior to your appointment time, and allow time for parking. Late arrivals will still incur the full fee for the scheduled appointment. Unfortunately, as our therapists have appointments scheduled before and after, the session cannot be extended if you are late.
Mobile Phone/Tablet Use in Treatment Room
We encourage use of a parent’s/caregiver’s personal mobile phone or tablet device by a parent/caregiver or sibling to be restricted while in the treatment room during your child’s appointment. Please silence all devices brought into the room. Any type of use is a distraction to the client and disrupts the therapist’s opportunity to provide information and/or demonstrations for parents/caregivers.
Refusal of Services
We reserve the right to refuse treatment services to anyone at our sol discretion for reasons of behaviour, lack of compliance with clinic policies, or any other issues that we feel might affect the safety and/or well-being of our staff and/or clientele.
CANCELLATION POLICY
Cancellation
As our therapists at SPOT Paediatrics services are in demand we often have families waiting to receive appointments for their child. To provide a high quality service to our clients our therapists dedicate significant time preparing for your appointments. As we would like to cater to every family and assist you in finding the best time that works for you we request that clients provide us with sufficient notice when cancelling an appointment, or arriving late. The following policies apply for appointment cancellations, late arrivals and failures to attend.
Late Cancellation Of An Appointment
Clients unable to attend a scheduled appointment or group session must cancel the appointment by no later than 5:00pm on the day prior to the appointment, to avoid cancellation fees. If notice is provided after this time, a late cancellation fee will be applied. If the appointment was for a group appointment the full amount of your scheduled group fee applies. Late cancellation of two scheduled consecutive appointments, or three appointments within six months, will result in cancellation of future appointments.
Failure To Attend An Appointment
Clients unable to attend a scheduled appointment or group session must cancel the appointment by no later than 5:00pm the day before the appointment to avoid cancellation fees. If clients fail to attend a confirmed scheduled appointment without notice the full appointment fee is payable. Failure to attend, or late cancellation of two scheduled consecutive appointments, or three appointments within six months, without reasonable cause will result in cancellation of future appointments.
Fees and Charges for Late Cancellations and Failures to Attend
Our receptionist will contact you to follow up the missed appointment and to organise timely payment. Payment for the missed appointment must be received within two business days, in order to confirm your child’s next scheduled appointment.
Please note: these payments cannot be claimed using Medicare Funding.
FINANCIAL
Funding
Please provide ALL relevant funding information at your first appointment (including NDIS number, NDIS plan, Medicare Plan, and health fund information if required)
NDIS: If you would like to keep your plan private, no problem. Your therapist just requires a copy of goals and plan dates to be able to write a final report for a plan review.
Payments
Payments for therapy sessions are due at the time of tratment. Payments are due regardless of who brings the client to the appointment. Parents are required to provide appropriate forms of payment to this office when other caregivers and/or relatives bring clients for their appointments. Payments for multiple appointments may be made in advance. If your child is undergoing assessment your therapist may discuss cost within the session and process payment at the end of the session.
GENERAL POLICIES
Waiting Room
Please monitor your child/children and provide appropriate supervision at all times. Although a gate has been installed for safety purposes, please ensure you are monitoring your child near the stairwell. It is required that parents accompany children in the lift. Parents and caregivers are required to stay on the premises so that they can be located quickly by staff as needed.
Cell Phones/Tablet Use In Waiting Room
Please be considerate of other clients and staff in the waiting room areas when using personal mobile phones and/or tablet devices. Devices should be operated on ‘silent’ modes or with earphones at all times while in the waiting room.
Food Allergies
While snacks may be consumed in the waiting area of this office, we ask our clients and families to dispose of any rubbish in the appropriate bins and to ensure that hands are washed to remove any traces of foods that may affect other clients with food allergies. We ask that snacks brought into the clinic be nut-free.
Toilets
Toilets are located in the SPOT waiting room. In order to avoid lengthy toilet breaks during therapy sessions, parents should ensure that their child use the facilities before the start of each session.
Marketing
On occasion our team will take photos and videos of our therapists working with children, and work they have completed to share good news stories and progress with our SPOT community.
These photos may then be shared in the public domain via our website, newsletter, information marketing material (such as flyers, posters) social media pages (including our Facebook page).
If you agree to allow SPOT Paediatrics to take photographs/videos of your child and their work for public use, please complete the Media Consent section. The consent, if signed, will remain effective until such time as you advise SPOT Paediatrics of your withdrawal of consent in writing. This will result in no future images and videos taken of your child.
Privacy & Confidentiality
For a copy of our privacy policy please see our website www.spotpaediatrics.com.au