Our Policies

 

Scheduling

After your child's first appointment, our Scheduling Coordinator will put them on the schedule for recurring visits. We will do our best to schedule your visits based on your therapist’s recommended frequency and the spots we have available.


If we are not able to offer you an appointment time that works with your availability, we will place you on our waiting list until your preferred time becomes available.

 

 

 

Cancellations

Getting the most out of the service you receive from us means not only participating in each session but also having sessions take place on a regular basis. If you find that you need to cancel a session for any reason, we ask that you notify our office at least 24 hours before the scheduled appointment.

 

If you cancel appointments less than 24 hours before they are scheduled to take place, you will be responsible for a $30 cancellation fee. We will release your appointment time to another family if you cancel appointments with less than 24 hours’ notice two weeks in a row. If you cancel appointments on a regular basis, our Practice Administrator will contact you to discuss whether the services you are receiving are still appropriate for your needs.

 

Because we value the health and safety of our therapists and other clients, we ask that you cancel appointments as soon as you are able if you or your child are sick.

 

In the event of emergency situations and adverse weather conditions, e.g. snow days, environmental threats, etc., our offices generally remain open, however, we may decide to cancel sessions or close our offices depending on whether the situation poses a risk to our therapists’ wellbeing and safety. If we need to close our offices or cancel sessions due to an emergency, we will contact you as soon as possible and reschedule the canceled sessions.

 

If you miss a visit or are otherwise not present for a scheduled visit without notifying your therapist ahead of time, we will attempt to contact you to reschedule the appointment and charge a $30 no-show fee in the first instance. Your appointment time will be released to another family after a second no-show and your child may be discharged if you do not contact us to book another appointment time.

 

 

 

Make-up Sessions

If we need to cancel a visit for any reason, we will offer a make-up session for a time and date that is most convenient for you. You may also request a make-up session for any visits that you cancel.

 

 

 

Insurance and Billing

 


We are in network with most health insurance plans, as well as Medicaid. If you provide us with consent to bill your insurance company for services, we will submit claims on your behalf and charge you your standard co-pay and/or coinsurance amount for each visit.

 

Co-pays are due at the time of service unless you are told otherwise by our Care Specialist or Practice Administrator. If you receive services at your home, we will contact you to discuss your billing preferences. For instance, you may also choose to receive a monthly invoice for your co-pays or to set up automatic credit or debit card payments on a weekly or monthly basis.

 

 

If your insurance company does not cover services due to their medical policy or your individual benefit plan, we will inform you as soon as we are notified, and give you the option to continue to receive services through one of our Care Plans. We will also provide you with information on how you may receive reimbursements for your out-of-pocket payments through HSA and FSA accounts.

 

 

For more information about your insurance benefits, our Care Plans and other resources to cover the cost of services, please contact our Billing Department at (703) 813-6330 ext. 106 or at This email address is being protected from spambots. You need JavaScript enabled to view it. 

2445 Army Navy Dr. Suite 305, Arlington VA 22206

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