Reach’s Attendance, Scheduling, Teletherapy, Sick & Privacy Policies
Please review our policies and ask questions if unsure.
Attendance Policy
We understand the challenges of committing to regular attendance in today’s world, and value each family’s commitment to their child’s sessions and success. We carry deep empathy for human needs and are relentlessly driven to develop win-win solutions to meet the needs of our community and our nonprofit. That is why we offer two scheduling options: regular recurring sessions (the same day and time) and flexible ‘flex’ scheduling (varies week-to-week, based on availability).
- I understand that consistent attendance of scheduled therapy sessions is critical for my child’s progress towards their therapeutic goals.
- I understand that each therapist has limited weekly recurring spots.
- If my child is unable to attend a therapy session, I must notify Reach at least 24 hours before the start time. This allows the clinic to offer the spot to another child in need of therapy and notifies the therapist so they do not plan and set-up the session, then wait for the child, and attempt to contact the family. If I do not notify Reach by phone, email, or the complimentary email alert, my absence will be considered a ‘no-call, no show’.
- We charge a $40 fee for ‘no-call, no-show’ appointments.
- We charge a $40 fee for appointments cancelled without 24 hours’ notice, unless it is rescheduled & attended for in-person or teletherapy services that same week.
- Arriving 20 minutes late or greater, is considered a missed appointment and will need to be made up to keep your recurring spot.
- I agree to notify Reach of planned absences or vacations in advance.
- Ensuring your child can keep their recurring spot on the schedule, is done by using teletherapy or make-up visits if a family needs to cancel.
- If attendance is at 50% or lower within a 4-week period (example, only attending 2 of 4 visits in a month), your child will lose their weekly/recurring spot and be automatically placed on a Flex Schedule, where they will be emailed one-time openings each week, as they become available.
- Once a family demonstrates the ability to consistently attend 4 flex appointments, they are given priority over the next available recurring spot.
- Your child will automatically be placed on the Flex Schedule following one ‘no-call, no-show’.
- Once on the Flex Schedule, if no further appointments are scheduled or attended, and no other arrangements made within the next 6 weeks, the child will be discharged from therapy services.
- Two ‘no-call, no-shows’ will result in being removed from the schedule, to the waitlist, and the family’s ability to attend services consistently can be revisited again in the future.
- All children and families are held to the same standard and have multiple options for meeting their child’s therapy needs. This ensures our commitment to current children and families, as well as to those waiting patiently for a therapy spot to open.
Thank you in advance for your cooperation and commitment to your child’s success.
Schedule Change Requests
Once you have a recurring spot on the schedule, if your family’s scheduling needs are going to change, please give our office enough notice to attempt to find an upcoming recurring spot that aligns with your new needs. ALL PERMANENT SCHEDULE CHANGE REQUETS ARE SUBMITTED THROUGH THE ‘CONTACT US’ PAGE ON OUR WEBSITE to ensure they are responded to in the order they are received. Your advanced notice allows us to decrease disruptions in your child’s care.
If you have been offered a spot on the schedule, we are unable to HOLD offered spots for longer than 24 hours. If you do not respond in that time, we will offer the spot to another child and family.
Check In Kiosk
When you arrive at Reach, please locate our kiosk or use the QR code posted in the hallway to answer our symptom screening questions and check-in to notify the team you have arrived.
Late Arrival
If you arrive 5 minutes late or greater, please check-in to the kiosk and call the office to ensure the therapist knows you have arrived late, they are not expected to continue to check the hallways past 5 minutes. If you plan to arrive 20 minutes late or greater, please call ahead to reschedule.
Masks
Masks are optional for children, families, and therapists. If you prefer your therapist wear a mask during treatment, we will gladly do so, just ask!
Sick Policy
Cold & Flu Symptoms
If the child or anyone in your household has symptoms associated with COVID, our protocol is to switch to teletherapy until everyone in the home has been fever free without fever-reducing medications for 24 hours, then they may return with improving symptoms if they wear a mask.
COVID Exposure
If anyone in the household has confirmed exposure to someone who has covid (that is not in their immediate household) the child can still attend therapy in-person, however masks need to be worn by children over 2, their caregiver, and the therapist.
If anyone living in your household tests positive for COVID, your child MUST remain out of the clinic for 5 days. Please let us know immediately upon learning about this. Teletherapy is highly encouraged to maintain your child’s reoccurring spot.
Teletherapy
Our therapists are licensed in NH (some in ME). If you travel outside of NH, teletherapy cannot be provided to your child while you are in another state. Professional licenses are not valid unless they are specifically licensed in the state where the child is located at the time of the visit.
· A dedicated adult must be present and available to assist throughout the entire teletherapy session, to assist with engagement, carry over of all therapeutic strategies and techniques being taught; and receive all education and recommendations to support your child in reaching their therapeutic goals
o If the adult assisting your child during their session is not a parent or legal guardian, a medical release form must be completed and submitted prior to your child’s scheduled teletherapy appointment– to provide education and carry over of all therapeutic techniques, strategies, and recommendations.
· Login to Zoom on your computer or iPad at least 5 minutes before each session, to make sure Zoom works on your device and all necessary updates are installed if needed.
· To support your child’s engagement, it is best that each teletherapy session is conducted in a private, quiet, space with good lighting, a strong internet connection.
· Have some items for “preferred play” available – the therapist can expand on potential items after they get to know your child.
HIPAA Privacy Practices
HIPAA Notice of Privacy Practices available online and in-person.
