Beyond the Spectrum Policies
Sick Days and Cancellations:
In the event of a session cancellation, the following charges will be applied based on the time frame below: A. Cancellations made MORE than 24-hour notice: If you cancel your appointment with more than 24-hour notice, you will be charged the full price of the session. It is the client's responsibility to contact us to make up these lost sessions within the month. If the session is not made up within the month, it cannot be carried over, and therefore will be lost. B. Cancellations made LESS than 24-hour notice: If you cancel your appointment with less than 24-hour notice, you will be charged the full price of the session and the appointment will not be rescheduled. C. No Shows (session or appointment that is missed with no notification or advanced warning): No shows will be charged the full price of the session and the appointment will not be rescheduled. We understand that unforeseen circumstances occur and some late cancellations are inevitable. With this in mind, Beyond the Spectrum offers ONE free late cancellations per calendar year.
Photography and Video:
We find that video recording a session to review the team and/or use during parent coaching sessions is extremely helpful in our programming. Therefore, with your consent we may ask to video record some or all your child’s therapy sessions. Please note that all video footage and photos taken during therapy sessions at Beyond the Spectrum may not be shared on any social media sites or through email, nor can they be shared with third parties, in any capacity, without written consent from Beyond the Spectrum.
Payments and Fees:
Beyond the Spectrum is committed to providing families with clear, transparent and convenient payment options. Accepted Payment Methods We accept Visa and Mastercard credit cards (American Express is not accepted), e-transfer and cheques. All clients are required to maintain a valid credit card on file for billing purposes. ABA Therapy Billing & Invoice Schedule ABA therapy services are billed semi-monthly: the first billing cycle covers the 1st–15th of each month, and the second covers the 16th–last calendar day of each month. Invoices are issued within 3–5 business days following the end of each billing cycle. Payment is due within 15 calendar days of the invoice date. Speech Therapy Occupational Therapy, Physiotherapy & Psychotherapy Payment for Speech-Language Pathology (SLP), Occupational Therapy (OT), Physiotherapy (PT) and Psychotherapy services is processed after each completed session using the valid credit card on file. Invoices and receipts are available through the OWL Client Portal. If a payment is declined, families will be contacted to arrange payment and update their billing information. Late Payments & Outstanding Balances A $50 late payment fee will be applied to semi-monthly invoices unpaid more than 15 calendar days after the invoice date, where permitted by applicable law. Unpaid balances may result in temporary suspension of services, subject to applicable professional obligations. Families experiencing payment difficulties are encouraged to contact our administrative team before the payment deadline. Initial ABA Assessment Fee All new clients beginning ABA therapy services are required to complete an initial assessment. The assessment consists of: Parent Interview / Discovery Meeting — $110 Behaviour Support Plan (BSP) and Parent Review Meeting — $350 Individualized Program Writing — $490 Total Assessment Fee — $950 Assessment components may be invoiced separately as they are completed. OWL Client Portal Beyond the Spectrum uses the secure OWL Client Portal for invoices, payment receipts, account balances, relevant documentation and secure communications. Families are responsible for keeping their contact and payment information current. Taxes Qualifying therapy services provided by Beyond the Spectrum are exempt from HST. Any applicable taxes will be identified on the corresponding invoice.
Communication:
We value open, respectful, and consistent communication with families. To ensure all inquiries, requests, and important information are properly documented and addressed, we have established the following communication guidelines. Approved Communication Methods Email: All inquiries, requests, updates, and concerns must be submitted through email. Scheduled Phone Check-Ins: Phone conversations must be arranged in advance with the appropriate team member. OWL Client Portal: Families may use the secure OWL Client Portal for relevant documentation, billing information, and communications where available. Text messages are not an approved method of communication. Text messages sent to staff members, supervisors, or management will not receive a response. Collaboration With External Healthcare Professionals Beyond the Spectrum welcomes opportunities to collaborate and coordinate care with other healthcare professionals involved in supporting your child. We recognize the importance of a collaborative approach to ensure consistency in therapeutic goals, strategies, and overall care. We will only communicate with external professionals or third parties after receiving appropriate written consent from the parent or legal guardian, or other legally authorized individual. If you would like Beyond the Spectrum to communicate with another healthcare professional, school, organization, or service provider, please email christina@getbeyondthespectrum.com to request our Consent to Release and Exchange Information Form. All external communication will be conducted in accordance with applicable privacy and confidentiality requirements.
Authorization and Consent to Treatment:
By signing your child's consent to the treatment form, you confirm and give consent on behalf of your child. Should your authorization to give consent be revoked or restricted at any time, we kindly ask you to inform Director Jaclyn Buccitti and our Office Administration team.
Contractual Obligations:
A minimum of 3 months commitment is required to access services with Beyond the Spectrum. 60 days notice and statement of reasoning for service cancellation are required after initial 3 month commitment.
Account in Good Standing:
In order to maintain your scheduled service your account must be in good standing, if you fail to keep your account paid in full for any reason, your account will be charged interest after 60 days of 1% per day. Therapy will be put on hold after 30 days of unpaid invoices. It is understood that ABA therapy is most effective when there is continuity of care, consistency, and treatment providers do not rapidly change. For this reason, Beyond the Spectrum requests a minimum length of treatment commitment of 1 year with a full-term commitment of 3 months. In the event, the parents would decide to stop treatment, change the treatment plan and hours, or for any unforeseen reason at any time. Beyond the Spectrum requests a minimum of 60-90 days advance notice to appropriately transition the client/family and provide appropriate updated treatment plans and discharge reports.