• We can not share information about a child outside of the clinic without the parents’ consent.  As a student at Emilia’s Kids Therapists, we are authorized to discuss a child’s diagnosis, session, and behavior with the child’s parents, parent authorized caregiver and with other member’s of the child’s team.
• Emilia’s Kids holds clinical case studies were we discuss our students and observe videos of that student.  We do not allow outside clinicians or layman to view or be part of these meetings.
• We will discuss your child’s session with you at the end of the session.  These discussion should not take place in the hallways to maintain confidentiality.  Please make your way to your child’s treatment room:
• 3-5 minutes before the end of a 30 minute session
• 5-7 minute before the end of a 60 minute session
• If you want a lengthier discussion please inform your therapist at the onset of therapy.

• Please do not wander the clinic or wait outside rooms where treatment is being given. We have other children being serviced and programs need to remain confidential.
• Please do no enter the administration offices or therapy rooms without someone from the clinic staff.  We have many client files and client information in these offices and we need everyone to respect other’s privacy.
• Please read and sign the Health Information Disclosure according to the HIPPA law.

CANCELLATIONS

• A 24 hour notice is required for all cancellations.  If the child becomes ill the same day of the session, please call and notify the clinic no later than 9 a.m. that morning.
• Cancellations made after the required time, will not be made up.
• NO SHOWS or Cancelling Late will not be made up and can be billed to the parent.
• If you suspect the child will not be attending a session, please CALL IMMEDIATELY.  Please DO NOT WAIT UNTIL THE LAST MINUTE TO INFORM THE THERAPIST.
• If the child is very sick Monday, and you suspect the child will not be in Tuesday, do not wait until Tuesday morning to cancel.
• On weekends, please notify the therapist on their cell phones.
• NO SHOWS ARE UNACCEPTABLE
• They show lack of consideration for your therapist and the other students.
• There are NO MAKE UPS for No Shows.

• Excessive absences or cancellations without notifications can result in termination of services.

We understand that emergencies happen and we are willing to work together as long as a mutual consideration for each other continues.

TARDINESS

Please try to be on time for your appointments.  If you are running late for your appointment, please call the office so that we may notify your therapist.  We will not be able to extend the session time if late, due to scheduling.

• Contact the center to notify your therapist of the delay.
• We will try to make the best of a shortened session, however, there comes a point where it is not advisable to start a session, i.e.
• If you arrive more than 15 minutes late for a 30 minute session
• If you arrive more than 25 minutes of a 45 minute session

OBSERVATIONS

• All parents are welcome to observe the sessions.  Other professionals and therapists are also welcome to observe with parental consent.  We ask for notice prior to the session if someone other than the parent would like to observe. 
• For safety reasons, siblings should not be left unattended while parents are observing therapy.  If the parent is observing that day, it is our preference that siblings do not accompany parents during observations as it may be distracting to our clients.  Siblings are always welcome in the waiting area with parent supervision.

MAKE UPS

• Makeups can only be given as per the mandate.
• We do not bill sessions before they are given, to be used ‘later’ for makeups.
• Sessions are billed as they are done.
• If you miss a session, your therapist may provide makeups during a makeup day or during one of the holiday weeks, i.e. Xmas week, February break and/or Easter/Passover Break.
• Therapists are responsible to makeup sessions they miss, not for sessions cancelled by the family.  They may provide makeups for these sessions if time and scheduling allows.

HOLIDAYS

• The Clinic is closed Columbus Day,  Thanksgiving Day and the Day after, Christmas Eve ( Dec 24), Christmas (Dec 25), New Years Eve(Dec 31), New Years Day ( Jan 1), Memorial Day, and Labor Day.

• The parent agrees to be responsible for any outstanding bills, expenses invoices cost and/or related services provided to the child in the event that no other reimbursement is recovered by Emilia’s Kids for the services rendedered.
• If services begin before the RSA or CPSE contract begins, the parent is responsible for the cost of these services and you will be billed at the end of the month.
• If the services given exceed the mandate or parent requests a mandate that exceeds the given IEP mandate, then the parent will be responsible for cost of these ‘extra’ services.
• Payment for all ‘extra’ services are expected monthly and all outstanding bills for the prior school year need to be resolved by September 30.

VIDEOTAPING

• We will be installing cameras in the rooms for observations and progress tracking
• Please sign the Video Consent form so that we may use your child’s video for training, tracking progress and clinical case studies. 
• You may choose to decline the video consent, treatment will not be denied if the release form is not signed.

MEDICAL INFORMATION

• Please make sure that we have a recent medical on your child.  This allows to keep informed an any new allergies, state of health, new eyeglasses, etc..
• Please alert your therapists to any known allergies or medical problem.
• Please read and sign the Emergency Care Waiver- Release Form so that we may arrange for Emergency Care.

PERFORMANCE APPRAISALS

• We ask that all parents fill out an evaluation sheet regarding the center, the supervisors and the therapists.
• This allows us to constantly see ourselves through your eyes and make our clinic and ourselves better.
• We value your feedback, your suggestions and your effort in filling these forms out.

• December, March and June are Parent Conference months.
• Ask your therapist to schedule a session where you can discuss progess, goals and treatment plans. 
• This is also an arena to share your ideas and suggestions for your child. Therapy is a team approach.

COMPLAINTS

• If there are any problems or concerns that can not be worked out with your therapist or staff member, please feel free to contact a Supervisor or the Clinical Director.
• Clinical Director: Tanya M. Sanchez
• Assistant Director and Speech Supervisor: Maryann Sucich
• OT/PT Supervisor:  Carrinne Montoya 

Thank your for reading through this package, but we want to have a smooth and fruitful year of learning and treatment for all of our families.  The Emilia’s Kids family thanks you for allowing us to embark on this journey with your family.

I have read this Information packet and have handed in the following:

• Protected Health Information Disclosure Information form
• Consent to Disclose and Receive Information
• Emergency Care Waiver
• Payment Responsibility Agreement
• Video Consent Form (optional)

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Parent’s Signature

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Staff Initials