Terms and Conditions

Private Patients

 

Thank you for choosing Future Steps Occupational Therapy Consultancy. The policies written below are designed to improve our ability to see all of our clients and to provide complete, consistent treatment for your child/ young person/adult.

We hope these policies will improve our overall service to our families and commissioning partners.

Since continuity of care is important to maximise the outcomes of your child/ young person/adult therapy, we use the following guidelines for your appointments:

 

  • Initial Assessment

 

1.1 A thorough assessment session will be provided in an initial session of one to two hours, [depending on complexity]. In some circumstances it may be necessary to assess the child/ young person / adult over concurrent sessions and this will be discussed and agreed with instructing party.

 

1.2 Prior to assessment the Occupational Therapist will be provided with all relevant information and or available documentation regarding the individual’s circumstances and condition.

 

1.3 Assessment Cancellation Policy for Initial Assessments *

 

Please note that an email confirming the date and time of an assessment appointment will constitute acceptance of the assessment booking and agreement to terms and conditions.

 

A retainer must be paid when booking the assessment. On completion of the assessment this will be deducted from the full assessment invoice. This is a non-refundable retainer under all circumstances.

 

1.4 The agreement is between the client and Future Steps Occupational Therapy Consultancy Service. Terms and Conditions are issued with the initial agreement proforma and again at first invoice and must be signed and returned to Future Steps clinic prior to the session taking place. Updated terms and conditions will be distributed to all current clients on an annual basis. Future Steps may make amendments to the current terms and conditions without prior notice to the client.

 

1.5 Adverse Weather Policy; in the event of adverse weather conditions, should the clinic remain fully operational a refund will not be issued for a missed or cancelled assessment session.

1.6 The fee will also include a report from the assessment however if extra copies are requested then these will be charged for each extra report sent.

1.7 Phone call discussions/feedback/consultations will be charged at a 15 minute minimum per 15 minutes (increments of 15 minute fee will be charged for any time after the initial 15 minutes).

 

 

 

  • Treatment

 

2.1 Subsequent treatment session are generally of 1 hour, of which a minimum of 45 minutes will be direct hands-on therapy, allowing 15 minutes for the discussion of goals, the writing up of treatment notes and on-site training to support therapeutic programmes.

 

2.2 Treatment sessions are offered Monday to Friday from 8.30 am to 6.00 pm. In exceptional circumstances appointments can be arranged outside of these working hours i.e. Saturdays.

3.0 Treatment Cancellation Policies

 

3.1 Please support us to ensure chargeable cancellations are kept to a minimum by ensuring all staff and family involved are aware of their responsibilities to communicate cancellations as soon as practical. Should the client be unable to meet a prearranged Monday – Friday appointment, at least 24 hours notice is required other than in exceptional circumstances. We will invoice you a retainer fee prior to treatments and this will be non-refundable. However if enough notice (Over 24 hours) is given we will endeavour to change the appointment time for you and the retainer fee will be taken off your final invoice.

 

3.2 Please note if an appointment has been arranged for outside of our normal working hours (On a Saturday) the latest cancellation for a weekend appointment is strictly 09.00am on the preceding Friday with no exceptions, as clinic slots are restricted and an exceptional weekend clinic is only held with prior agreement with the Managing Director due to exceptional family circumstances.

 

3.3 Therapists often are not able to wait more than 15 minutes for a late appointment. Please notify your therapist as soon as you know you are going to be late. If seen, the session will end at the regularly scheduled time. If you are late this time will be taken off the session however if the next session is not full we will try to accommodate the time. This will be through the discretion of the Managing Director.

 

3.4 Adverse Weather Policy: In the event of adverse weather conditions, should the clinic remain fully operational and you are unable to attend a session a 50% refund will be issued for missed or cancelled sessions. Please note the retainer is nonrefundable and the 50% refund is based on other invoices pre-paid. However Future Steps must be informed if you are not attending the session due to the weather if you are to receive the 50% refund.

 

3.5 Absences – Future Steps reserves the right to cancel sessions or single hours of therapy, if a therapist is ill. We will try our utmost to cover sessions internally however if this is not possible we will rearrange the session at your convenience.

 

3.6 In the case of vomiting bugs, Future Steps operates a 48 hour from last symptom policy. It is at the discretion of the therapist providing treatment as to whether they continue to do so if they feel a child/ young person/adult is too unwell to continue.

  • Responsibility / Liability

 

4.1 Parents must sign to agree that if they leave their child/ young person, they take responsibility for any accidents when the child/ young person is not with the therapist having therapy. An example of this would be where a child/ young person/adult insists on going to the toilet unaccompanied and falls. All adults are held accountable for an accidents they have if not with the therapist.

 

4.2 Siblings who are present during sessions are the responsibility of parents whilst at Future Steps clinic. We ask that siblings refrain from interfering in the clinic and assessment rooms as this can disrupt therapy sessions.

 

4.3 It is responsibility of the Person with Parental Responsibility [PPR] to inform therapists of any relevant medical information such as changes in medication, allergies, seizure disorders, et cetera. This should be done in writing with full details of any such changes.

 

  • Costs

 

Assessments

 

For details please contact the service

Treatments

One to one

 

 

Treatments

Block of ten sessions

 

 

Treatments

Block of 5 sessions

 

 

Handwriting Session (maximum group of 6)

Block of 6 – 30/40 minutes per session

 

Motor Skills Session (maximum group of 6)

Block of 6 – 40/45 minutes per session

 

Phone call consultation/liaisons/feedback outside of allocated hours.

 

 

Meetings

Meeting At FUTURE STEPS offices

Out of FUTURE STEPS Offices

Meeting up to 1 hour of travelling distance

Meeting 1-2 hour travel distance

Meeting 2-3 hour of travel distance

 

Travel expenses

 
Extra Reports 

 

 

5.1 A treatment session is typically defined as 45 minutes of the therapist’s time.

 

5.2 Session rate does not include any reports or equipment provided which will be invoiced separately.

 

5.3 Please be advised that our travel costs are based on the suggested travel time of a route planner at a fee per hour and a fee per mile and on a return basis.

 

5.4 Attendance at case reviews and written reports can be provided at an additional charge including travel charges where appropriate.

 

5.5 Future Steps agrees to provide copies of commissioned assessment and evaluation reports on the receipt of a written request.

 

5.6 Our Treatment Plans/programmes are charged in blocks;

Each session will be 45/50 minutes in length (please ask for costings for set process per session from the clinic).

The 10 sessions (recommended) can be either:

  • A block of 10 sessions which will be carried out once a week
  • A block of 10 sessions twice a week over 5 weeks
  • An intense block of 10 sessions over a holiday period, daily

A smaller 5 session block can be chosen:

  • A block of 5 sessions will be carried out once a week
  • A block of 5 sessions will be carried out on a daily basis
  • An intense block of 5 sessions can take place in a school holiday, daily

Please ask the office manager for variations on the blocks of sessions.

5.7 Any consultation/ administration outside of the allocated sessions will be charged in line with the pro-rata hourly rate for professional time, to the cost interval of 15 minutes. For example this would include completion of DLA Forms, inter-professional liaison, telephone consultations. This would be charged at a fee per 15 minutes and will be charged in increments of 15 minutes if the call/work takes longer.

5.8 Please note that all equipment, loaned or chargeable is the sole responsibility of the person or persons with parental responsibility [PPR]

 

6.0 Invoicing

6.1 Prior to the initial assessment or therapy interventions the funding agent must be clearly identified.

 

6.2 Invoicing is on a monthly basis and our payment terms are 30 days.

6.3 Payments can be made by Bacs or cheque. Please enquire for further details or if you need further advice.

 

6.4 The retainer fee will be paid before assessments/treatments are booked in and is non- refundable.

 

7.0 Payment via a third party

 

7.1 Where payment is via an identified third party, payment is expected within 30 days of date of invoice.

 

7.2 If not practical, this must be clearly identified with a written date prior to the commencement of treatment.

 

7.2 A £50 retainer fee will be paid before assessments/treatments are booked in and is non- refundable.

 

8.0 Payment failure

8.1 Should an agreed date of payment be exceeded, treatment will cease immediately.

 

8.2 Treatment will not be reinstated until outstanding payment is received.

9.0 SI Treatment Suite

 

9.1 Future Steps costs for SI Treatment Suite are calculated per session or block of sessions. Each session will be 45/50 minutes in length (please see costings for set cost per session).

The 10 sessions (recommended) can be either:

  • A block of 10 sessions which will be carried out once a week
  • A block of 10 sessions twice a week over 5 weeks
  • An intense block of 10 sessions over a holiday period, daily

A smaller 5 session block can be chosen:

  • A block of 5 sessions will be carried out once a week
  • A block of 5 sessions will be carried out on a daily basis
  • An intense block of 5 sessions can take place in a school holiday, daily

9.2 To secure the booking, a fee per session will may be payable.

 

Please note this is non-refundable and / or non-transferable. However we will always endeavour to cover changes in dates at your request to support your requirements/needs if this occurs. However if we are unable to cover your requested changes due to over commitments the charge will stand

 

10.0 Agreements for SI Treatment Therapy

 

10.1 The agreement is between the client and Future Steps Consultancy Service.

 

10.2 Future Steps may make amendments to the current terms and conditions without prior notice to the client.

 

10.3 Updated terms and conditions will be distributed to all current clients on an annual basis.

 

10.4 Terms and conditions are issued with the initial agreement proforma and again at first invoice and must be signed and returned to Future Steps clinic prior to the session taking place.

 

11.0 Pre- Assessments for SI Treatment Therapy

 

11.1 Every child/ young person must have completed a one to one assessment before starting the SI Treatment Therapy

 

12.0 Bookings for SI Treatment Room

12.1 Booking fees and deposits are non-refundable and non-transferable. However we will always endeavour to cover changes requested if at all possible and the Managing Director will make the final decision.

 

12.2 Failure to pay invoices within the allocated timeframe will result in the space being offered to another family. No refund will be issued.

13.0 Cancellations & Refunds for Bookings for SI Treatment Room

 

13.1 If you need to cancel a session you should give as much notice as possible so that another family can be offered the place.

 

13.2 Cancelled sessions, unless we are able to accommodate at another time of our choosing, will be chargeable unless upon medical grounds and a medical note can be produced then a full refund will be issued or the amount will be transferred to another invoice if applicable, with no exceptions.

14.0 Absences during SI Treatment Therapy

 

14.1 FUTURE STEPS reserves the right to cancel sessions or single hours of therapy, if a therapist is ill.

 

14.2 Where possible, Future Steps will endeavour to find replacement hours during the block as a result of therapist illness.

 

14.3 If this is not possible then a refund will be issued or transferred to another invoice.

 

14.4 If a whole session has to be cancelled by the Future Steps we will refund the whole amount or will transfer the amount to another invoice if appropriate.

 

14.5 In the case of vomiting bugs Future Steps operates a 48 hour from last symptom policy. It is at the discretion of the therapist providing treatment as to whether they continue to do so if they feel a child/ young person is too unwell to continue.

15.0 Adverse Weather Policy during SI Treatment Therapy

 

15.1 Adverse Weather Policy: In the event of adverse weather conditions, should the clinic remain fully operational and you are unable to attend a session a 50% refund will be issued for missed or cancelled sessions. However Future Steps must be informed if you are not attending the session due to the weather.

 

16.0 Equipment Disclaimer

 

16.1 It is the person / persons with parental responsibility [PPR] to ensure the safety of any equipment provided by FUTURE STEPS that the child/ young person is using. This should include daily checks to ensure no breaks/ fractures/ wear and tear of the equipment.

 

16.2 If you have any concerns the equipment should not be used.

 

16.3 The safety of the child/ young person when using the equipment outside of direct sessions with a therapist is 100% supervisor responsibility and Future Steps accept no responsibility or liability for any accidents that occur without the presence of a therapist.

 

16.4 Safety recommendations can be provided by the therapist, for example the use of mats, but ultimately it is the family’s responsibility to ensure that their child/ young person can access their equipment in a safe manner.

16.5 Please note that all equipment, loaned or chargeable is the sole responsibility of the person or persons with parental responsibility [PPR]