Cancellation Policy

We understand things happen! Sickness, traffic, and busy schedules are a part of life! We are here to support your child to their very best abilities!, however, when you late-cancel or miss a session, it can impact progress to your child's development, keeps another child from getting the much needed support, and sessions are how our business continues to support your child and our community!

Because we’ve allotted your scheduled time specifically for your child, and are unable to transfer that spot to another family without advanced notice, the following cancellations apply:

Cancellations

Please Use our Online Booking System, TEXT or EMAIL at info@leapsandboundswa.org if you will need to change or cancel an appointment.

SUMMER POLICY: 48 hours notice

We know summer in Seattle is the best! And we all want to enjoy vacations and last minute trips to the beach, but please give us a heads up. During the summer we see a significant increase in cancellations and no shows, and now require 48 hours notice or a fee is charged.

School Year: 24 hours notice

Cancellations made with at least 24 hours notice of your appointment do not incur any charges and are much appreciated! It allows us to offer our services to children on our waitlist.

When to Stay Home

Your child must be free from fever, vomiting/diarrhea, and on antibiotics as needed for 24 hours prior to his/her session.

This also includes any contagious diseases in the home such as pink eye, Norovirus, chicken pox, measles, hand-foot-mouth, and other contagious diseases from your child or any household family members. Please note this policy is important to protect your child, other children, and staff

Calling Out Sick

If your child is sick, please notify us before 8am to allow for us to adjust your scheduled appointment. As we are usually in session by then and unable to effectively adjust scheduling after this time.

We understand things happen, and hopefully this is a rare occasion when they are unexpectedly sick the day of therapy! We will do our best to accommodate, however, if you do not reschedule in the next 14 days (1 week in the summer) cancellation fees are automatically applied as noted below.

Cancels Before 8am

Oh man, your kid wakes up and they are sick! Let us know ASAP (before 8am)

To avoid any charges, you are welcome to change your session to a virtual appointment for that day or reschedule your missed sessions within the next 14 days (1 week in the summer). Let us know which you prefer when cancelling!

Cancellations before 8am that are not rescheduled in the next 14 days (1 week in the summer) days will incur a $100 late cancellation fee per therapy session missed.

Cancels After 8am

No-shows and cancellations after 8am are the hardest for our team to address as we are in session/on the road by this time and will incur a late cancellation fee of $176 per therapy session.

To avoid these fees, you are welcome to change your session to a virtual appointment or reschedule your missed sessions within the next 14 days. Let us know which you prefer when cancelling!

We understand kids and germ happen unexpectedly! As courtesy, the 1st late cancellation is waived. Subsequent late cancellations without a reschedule will be charged the full amount of $176.

Frequent Missed Appointments

If you have more than 3 cancellations/missed appointment days in a 3 month period or less than 80% attendance rate, we will reach out to discuss moving from a weekly recurring spot to booking online as needed.

Because your appointment spot is dedicated specifically to you, and your therapist is excited to see you each week, it is important that you are able to attend your sessions regularly (and coming regularly is how we make progress!)

If a therapy time is feeling tricky to manage, let us know, we are happy to work on offering other schedule options! We really want you to see you and your child, and we love knowing we can count on each other to be at therapy!

Extended Break/Vacations

We LOVE vacations and want everyone to have the relaxing time they need. We also work hard to be here and dedicate a weekly spot for your child and to ensure that we are able to provide quality care; however, when multiple sessions are missed whether it's due to extended vacations, other appointments, conflicts in schedule or afterschool programs, it impacts our ability to do our best work for your child and to be able to serve other families on our waitlist.

We also recognize school closures/holiday break are part of being a kid and work hard to adjust our schedules to accommodate these weeks. However, if you know you are going to miss more than 3 appointments in a 3 month period, or will no longer have an 80% attendance rate, we require rescheduling those missed appointments or a being charged a hold fee for vacations/breaks to avoid losing your preferred appointment spot.

We know everyone's schedule is different, which is why we offer online booking options, cancellation call backs, and offer a variety of scheduling options that allow us to best serve your child and our community.

Leaving Early/Late Arrival

Because we cannot bill insurance for time not spent with your child, if you are late or need to leave early for a session, the remaining charges of the session may be passed onto you. Insurance dictates how we bill-

For OT that is > 7 minutes late

For Speech that is >15 minutes late

Cancellation Fees

Cancellation fees as of 01/01/2017

First Time Late Cancel within the school year: No charge
No show: $176 per session missed if not made up in 1 week. Automatic $50 no show fee applied even with makeup
Late Cancellation (after 8 am): $176 per session missed
Sick/Unexpected Late Cancellation without reschedule/ change to virtual session: BEFORE 8 am: $100 per session missed
Late Arrival/Pick Up/Early Departure to/from session without advance notice: $44 per every 10 minutes
Extended Leave Hold Fee: $100 per session

Why is it important to adhere to the cancellation policy, especially when you have a waitlist?

Consistency in Care: Each therapy session plays a vital role in your child's progress. When appointments are canceled/missed, it disrupts the consistency of care, impacting the progress we aim to achieve.

Quality of Progress: Therapy progress is built upon regular and consistent sessions. Missing sessions can significantly impact the progress your child is making toward their goals and it can extend the time your child is in therapy.

Respect for Therapists' Time: Our therapists dedicate themselves to providing the best possible care to your child and being a reliable part of your child’s week. Cancellations not only affect your child's progress but also impact the therapists' schedules and ability to serve other families effectively.

Fairness to All Families: We maintain a waitlist to accommodate families seeking our services or waiting for additional therapy times. When appointments are canceled at the last minute or several weeks of cancellations, it prevents other families from utilizing those slots as families want to know they can receive frequent and consistent care (as do you!) leading to delays in receiving much-needed therapy for others. A unique policy to our clinic that we are trying to maintain is we do not start care unless we are able to provide follow ups sessions if needed, and we do not take new patients if we can’t guarantee available openings. This also allows you to have regular access to sessions without months of delays.

Accommodations: Unique to our clinic, we offer a variety of scheduling options including online booking, call back lists, as well as school vacation and summer schedule adjustments. We hope to be able to continue to offer these options because of the dedication and consistency of families during the year.