Policies

Attendance Policy

Thank you for choosing Defining Voice. We want to provide the best possible services to all of our patients. We will do our best to schedule appointments that meet your needs. Regular attendance is important to you/your child's success and as a small business we lose money when you cancel without notice or no-show. For those reasons, we ask that you follow the attendance policies outlined below:

 

​1. Cancellations: Please call us at least 12 hours in advance (or previous day) to cancel your appointment. We reserve the right to charge a $50 fee if you do not give us notice at least 2 hours in advance. Insurance will not cover this fee.

 

2. ​Missed Appointments: If you cancel or do not attend 3 sessions, we will put your services on hold until scheduling problems can be worked out.

 

3. ​Late for Appointments: If you are more than 10 minutes late for your appointment, we reserve the right to cancel the appointment and consider it a missed appointment (see policy for missed appointments above). If you are late for 3 or more sessions, we may put your services on hold until scheduling problems can be worked out.

 

4. ​Clinician Cancellations: If your speech-language pathologist is not able to attend your appointment, you will be contacted as soon as possible. Please be sure that our office knows the best way to reach you. Every effort will be made to reschedule your appointment in a timely manner.

 

To cancel an appointment, call our office or email us.

 
​​​Payment Policy

​We are committed to providing our patient's with the best possible care. If you have medical insurance, we are happy to assist you in obtaining the maximum benefit your policy offers. We will bill your insurance directly, if it has been demonstrated that your policy covers Speech Therapy. This will require a copy of your current insurance card with the appropriate insurance information and a billing address. We request this information prior to services to determine eligibility and coverage of services.

 

Please remember that you are responsible for any co-pays and outstanding deductibles, as well as any portion of the bill that your insurance company does not pay.

 

We do not collect co-pays and deductibles at the time of service.  Defining Voice works with a medical billing service that submits the charges and claims to your insurance company. Once your insurance remits an EOB (explanation of benefits), you will receive a bill for any patient responsibilities.  Please see our Billing Process ​for more information.

 

Often insurance companies wrongfully deny claims. We will attempt to appeal any rejected claims. However, after that appeal process you will be responsible for any unpaid charges.​

 
HIPAA Privacy Notice

At Defining Voice we have policies, procedures, and practices in place to ensure that your private health information is kept secure and not shared with any parties outside of Defining Voice without your written concent.

 

The HIPAA privacy rule requires all covered entities to make available a Notice of Privacy Practices to all individuals who receive or use their services.  At Defining Voice you will receive a copy of our HIPAA Notice during your first appointment.  We will also request that you sign an affirmation indicating that you did receive this notice.

 

For more information on HIPAA regulations, please visit hhs.gov.

 
No Hit & No Restraint Policy

For the safety of our patients, Defining Voice does not provide services requiring the physical control, restraint, or holding​ of patients. Children that require physical control or exhibit aggressive behaviors should be treated by a facility that can provide such services in a safe environment with specialists trained in Applied Behavioral Analysis. Any patient which exhibits aggressive behaviors or behaviors which may cause injury to either the patient, therapist, or staff will be referred to an appropriate facility that can provide those services.