OUR POLICES
& PROCEDURES
Clear expectations. Supportive care. Transparent policies.
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At Talk Time Boston, we believe that clear communication is key—both in therapy and in how we operate. Our policies and procedures are designed to create a safe, respectful, and predictable environment for families and staff alike. From cancellations to communication expectations, everything you need to know is outlined here to help your experience run smoothly.
NAVIGATION
PAYMENTS
Talk Time Boston, LLC accepts credit card payments through the Simple Practice Portal, which will be automatically charged the day of service. Currently we do not accept insurance. Private pay clients will receive monthly superbills which they can submit to their insurance providers for reimbursement of services,depending on the insurance provider’s policy.
FEES
You will be informed of all charges prior to being provided with any type of clinical service. Please visit our Fees page for additional information.
CANCELING APPOINTMENTS
If you need to cancel your appointment, please email/text your clinician or call our Patient Care Coordinator (1-508-252-8331). All cancellations must be made with 24 hours notice except under emergency circumstances. If an appointment is not canceled with at least 24 hours notice, a service fee corresponding to the price of the session (e.g., $185 for a 45-minute travel session) will be automatically charged to the credit card on file. An additional make-up session may be offered if scheduling permits, however the cancellation fee will still apply to the missed session. If a cancellation pattern continues, we will discuss other scheduling options and, if necessary, discontinue services until the client is able to attend services at an appropriate therapeutic frequency.
If a Talk Time clinician needs to cancel a therapy session on short notice, we will make every effort to make sure you are aware of the need to reschedule and will find a time that is convenient for you to make up the session.
ATTENDANCE POLICY
Following an initial evaluation, a frequency of treatment will be established. A schedule will be discussed and agreed upon. Changes to the schedule can occur following a conversation with the treating therapist, parent/legal guardian and/or client (if over 18 years of age). If you arrive late, we will do our best to accommodate you, but the session may be abbreviated due to schedule and the full rate will be charged. Of note, insurance requires sessions to be at least 15 minutes in length. Insurance cannot be billed for a session that is less than 15 minutes long.
If cancellations occur frequently and attendance drops below 85% within a treatment period, we will discuss other scheduling options and, if necessary, discontinue services until the client is able to attend services at an appropriate therapeutic frequency.
SUMMER POLICY
Talk Time’s Summer Schedule typically starts in July and goes until Labor Day. During this time, we know schedules are more variable, which can impact speech therapy attendance. We require that all patients on the Summer Schedule maintain an attendance of 80% (e.g., 8 out of 10 weeks).
In order to meet this percentage, we offer the ability to make up missed sessions or to pay 80% of the cost of a session to hold your spot (e.g., $124 for a 45-minute session). If you know in advance that you are unable to meet 80% attendance, please speak to your clinician so they can set you up with a plan. If your summer attendance drops below 80% and you have not planned for this circumstance with your clinician, a service fee corresponding to the price of each session below 80% (e.g. $155 for a 45-minute session) will be automatically charged to the credit card on file. Alternatively, you could schedule a make-up session.
Note: Extenuating circumstances, such as repeated illnesses and family emergencies, may be exceptions to the rule. In this event, please consult with your clinician.
GROUP POLICY
Talk Time’s Group Therapy sessions are opportunities for your child to work on skills that can only be addressed in a group setting with similar peers. Because others rely on your commitment, we require that all patients in a group therapy maintain an attendance above 80% (e.g., 10 out of 12 weeks).
In order to meet this percentage, we offer families the ability to pay 80% of the cost of a session to hold your spot (e.g., $76 for a 60-minute group session). If you know in advance that you are unable to meet 80% attendance, please speak to your clinician so they can set you up with a plan.
If your attendance drops below 80% and you have not planned for this circumstance with your clinician, a service fee corresponding to the price of each session below 80% attendance (e.g., $95 for a 45-minute session) will be automatically charged to the credit card on file.
Note: Extenuating circumstances, such as repeated illnesses and family emergencies, may be exceptions to the rule. In this event, please consult with your clinician.
SNOW/WEATHER POLICY
In the case of inclement weather, Talk Time often follows the Arlington Public Schools cancellation schedule. Any cancellations due to weather will be sent to you via email as soon as possible. Virtual sessions will not be canceled due to inclement weather and will be offered in lieu of in-person sessions in these circumstances.
ILLNESS POLICY
Please cancel your session if your child has had a fever, vomiting, or diarrhea within 24 hours of their speech session. Cancellations for these reasons will not be subject to the cancellation policy as we want to ensure that all of our clinicians and clients stay healthy.
COVID-19 POLICY
If your child tests positive for COVID-19, please inform your clinician right away. As mentioned above, cancellations for severe illness (fever, vomiting, or diarrhea) are not subject to the cancellation policy.
Your child can attend speech therapy when both: (1) symptoms are improving, and (2) they have been fever-free for at least 24 hours without the use of fever-reducing medications such as Tylenol or Motrin. We ask your child to mask during speech or pivot to virtual therapy (if applicable) until they have tested negative
for COVID-19.
For in-home therapy, if someone in your household is testing positive and currently symptomatic, you must reschedule or change the location of your next appointment. If they are asymptomatic, please check in with your provider on their comfort level and risk tolerance.
If a clinician has an exposure to COVID-19, we will be testing daily to ensure we remain negative.
Thank you for your cooperation with these procedures.
EVALUATIONS
Upon beginning treatment, Talk Time Boston requires an up-to-date speech and language evaluation in order to diagnose and inform treatment decisions. Outside evaluation completed within the last 6 months by a licensed speech-language pathologist will be accepted. If the client does not have a recent evaluation, they will
be scheduled for an evaluation with Talk Time prior to the start of treatment.
All evaluations will include a written report and customized recommendations. Yearly re-evaluations may be recommended depending on the client’s profile and progress.
TREATMENT SESSIONS
Talk Time Boston offers flexible service options which include a variety of modalities and session lengths.
We offer:
● Consultations and Parent Coaching Sessions: 30 minutes or 1 hour
● Travel Sessions (in home or at a school/daycare): 45 minutes or 1 hour
● Meetup Sessions: 30 minutes, 45 minutes, or 1 hour
● Virtual Sessions: 22 minutes, 30 minutes, 45 minutes, or 1 hour
● Group Therapy Sessions: 1 hour
The last five-ten minutes of each session may be spent reviewing the session with a parent or caregiver and discussing home carryover. For home-based therapy sessions, a parent or designated adult (e.g., babysitter, nanny, grandparent) must be in the home for the duration of the session. Of note, treatment cannot be discussed with adults other than the parents or individuals listed on a Consent to Contact Form.
Therapy sessions at Talk Time Boston are grouped into treatment periods of 3 or 4 months in length. At the beginning of each period, objectives will be written based on the child’s current communication needs. A progress report will be written at the end of each treatment period to analyze the child’s progress and re-assess the current treatment plan, creating new objectives for the next treatment period.
NOTE: For virtual sessions, a laptop or desktop computer in a quiet location with a strong Wi-Fi connection is required. An iPad can also work if set up in a stable location. Phones are not appropriate for virtual therapy. Sessions without the appropriate set-up will be canceled and charged per the cancellation policy.
CONFIDENTIALITY
Your privacy is very important to us. We recommend that you review the Notice of Privacy Practices for important details about maintaining confidentiality. You will only be contacted via the method(s) specified on your Communication Preferences form. It is up to you to make sure contact information is kept current. If you would like Talk Time Boston to exchange information with another person or professional, a Release of Information form must be completed.
TERMINATION OF SERVICES
Clients may terminate services by phone, email, written notice or in person, at any time, for any reason. As mentioned above, if there are many cancellations, we will discuss other scheduling options and discontinue services if warranted. We reserve the right to terminate services if the client cannot attend at an appropriate therapeutic frequency to guarantee positive outcomes in a reasonable amount of time.
CHANGES IN POLICY
Talk Time Boston reserves the right to make policy changes at any time. Clients will be informed of any policy changes prior to their implementation.
WRITTEN STATEMENT OF POLICY
Privacy of personal information is important to Talk Time Boston. We are committed to collecting, using and disclosing personal information responsibly and only to the extent necessary for the services we provide. Please refer to our Notice of Privacy Practices for more specific information about how your personal health
information (PHI) is protected and used.
COMMENTS, QUESTIONS, COMPLAINTS
All feedback is encouraged! Talk Time Boston strives to be the best in speech-language therapy. Positive comments are always welcome and information about things we can do better is very valuable. If there is something you are not happy with, please bring it to our attention. There will be no retaliation for complaints. You can contact one of our Executive Directors at any time via direct email:
Alessandra Spaulding
alessandra@talktimeboston.com
Nicole Curtis
nicole@talktimeboston.com