Welcome to SmallTalk - we're glad you're here! We are excited to be working with and learning more about you and your family. There are a few things we'd like you to know about us, too. 1. Locations We currently have three locations: East County: Our EC clinic is our largest clinic with three speech-language treatment rooms and two occupational therapy rooms. North County: Our NC clinic includes two speech-language treatment rooms and one occupational therapy gym. Old Town: Our OT clinic is our newest clinic and includes two speech-language treatment rooms and one occupational therapy gym. We also provide services at several local preschools and childcare centers. Let us know where your child spends their day and we can tell you if we offer treatment on site. 2. The SmallTalk Team We have a dynamic team of clinicians who love working with children with a broad range of diagnoses, abilities and developmental levels. Our clinicians truly are a collaborative team, and we're happy to bring you on board as the newest member of that team! Together, we will strive to ensure all of your child's needs are met in a holistic, child and family-centered way. At SmallTalk, it is not uncommon for a speech-language clinician to invite an occupational therapist into a session to provide information about a child's fine motor or sensory needs, for an occupational therapist to consult with a speech-language clinician about what speech-language targets she can include in the child's session, or for all team members to collaborate and think of ways to best meet a child's needs. Because we understand the importance of treating the whole child, we may ask about your child's school placement and performance, and other therapies and services they receive. 3. Other Details Homework: Because we believe in family centered therapy and because we want your child to carry their new skills over to home and school, we often implement homework programs. Please bring your child's homework folder back and forth each week so we can review last week's lesson and prepare a new, appropriate assignment. Financial Information: Please make necessary payments and co-payments each visit. These can be given to Shauna, SmallTalk's office manager, or directly to your clinician. Privacy: At SmallTalk, we are committed to protecting your confidentiality. For this reason, please go into your child's treatment room for feedback and discussion about the day's visit. For 30-minute sessions, please enter the room 25 minutes after the scheduled start time and for 60-minute sessions, please enter the room 50 minutes after the scheduled start time. Cancellations: Consistent attendance and practice is crucial for a successful therapy program. Therefore, cancellations made less than 24 hours before a scheduled treatment session will result in a $30 fee if they cannot be re-scheduled that week. Again, we're happy to have you on our team and look forward to working with you! Please let us know if you have any questions or if there is anything you need. Sincerely, The SmallTalk Team Policies and Procedures Please initial each box Payments: Therapy fees (including co-pays) are due at time of service. Payments can be given to your therapist or mailed in. Please make checks payable to SmallTalk Speech Therapy. You are responsible for all costs/ fees that your insurance company does not cover SmallTalk bills health insurance companies as a service to our clients, including submissions of claims and appeals. However, in the event that your insurance provider or health plan determines our services to be “not covered”, you will be responsible for all outstanding charges. All payments are due upon receipt of a statement from SmallTalk. A 1.5 % interest charge will be added to 30-days past due accounts. Accounts over 90 days past due will be turned over to a reputable collections agency. If you terminate therapy for any reason, you will be responsible to pay all fees, co-pays, coinsurance and deductibles immediately. Out-of-Pocket Payment: For those paying out of pocket, we have a day-of-service discount for Occupational therapy session. When you pay on the day of service, our rates are: $60 for a 30-minute session and $110 for a 60-minute session. Cancellations: Our therapists prepare ahead of time specifically for your child’s session. It is our policy to charge $30 to clients who do not provide 24 hours notice for cancellations. We do realize that children wake up sick from time to time. In this event, parents should call their therapist on or before 8:00 am the day of your child’s appointment. If the call is received later than 8:00 am you will be responsible to pay a cancellation fee of $30. Medical insurance does not cover cancelled or missed appointments. In emergency situations (earthquake, motor vehicle accident, etc.) we do not require any notice and will not bill the client for the cancelled appointment. Three un-cancelled “no shows” are grounds for termination of treatment. That being said, if your child is sick, please keep him/her home. Children who are not feeling well will not do well in therapy. If the child is not contagious and is in good spirits, you can bring them to therapy! Observation: During therapy, parents are welcome to observe therapy, wait in the waiting room or run errands. Please be on time to pick up your child. Your child’s session ends five minutes before the allotted time (25 minutes if a 30-minute session, 55 minutes if a 60-minute session) to allow you time to catch up on their progress and be updated on their homework. The next client will be taken at their scheduled time and no one will be available to supervise your child. Siblings should not be left unattended while parents are observing therapy. It is our preference that siblings do not accompany parents during observation as it may be distracting to our clients. If siblings are present it is preferable that they wait in the waiting room during therapy with parent supervision. New Patient Registration Patient First and Last Name_____________________________________________________________________ Female____ Male____ Birthdate___________________Today’s date_____________Any known Allergies? ______ Parent or Guardian ___________________________________________________________________________ Address ____________________________________________________________________________________ City, State, Zip Code __________________________________________________________________________ Home Phone _______________________ Cell __________________________Work ______________________ Email address _______________________________________________________________________________ What is the best way to contact you for scheduling? ___ Email ___ Phone If you have a balance due, how would you like to be billed? ___ Email (preferred) ___ Mail How did you hear about SmallTalk? ______________________________________________________________ Insurance Information Insured First and Last Name ____________________________________________________________________ Billing Address (if different from above) ____________________________________________________________ Employer ___________________________________________________________________________________ Insurance ______________________________________ Insurance Phone ______________________________ Insurance Address ___________________________________________________________________________ Insurance City, State, Zip Code __________________________________________________________________ Social Security or Policy Number _________________________________________________________________ Group Number ______________________________________________________________________________ Medical Information Referring Physician ___________________________________________________________________________ Physician’s Phone ____________________________________________________________________________ Physician Address ____________________________________________________________________________ Diagnosis________________________________________ Diagnosis Code _____________________________ Assignment and Release I understand that I am financially responsible for payment to SmallTalk Speech Therapy for charges not covered by my insurance company. I authorize medical benefits to be paid directly to SmallTalk Speech Therapy. I also authorize SmallTalk Speech Therapy or the insurance company to release any information required for this claim. I understand that any unpaid balance over 60 days is subject to being turned over to a collections agency and/or a 1.5% monthly finance charge on the unpaid balance. ______________________________________________________ Parent / Legal Guardian _________________ Date Authorization for Release of Protected Health Information Child’s name: ________________________________________________________________________________ Address: ____________________________________________________________________________________ City, State, Zip Code: __________________________________________________________________________ Birth Date: __________________________________________________________________________________ I hereby authorize SmallTalk Speech Therapy, Inc. to release pertinent health information regarding my child to the following facilities. This includes medical records, clinic notes, school records and any pertinent information that will help in developing my child’s treatment program. Facility: _____________________________________________________________________________________ Address: ____________________________________________________________________________________ City, State, Zip Code: __________________________________________________________________________ Phone: _____________________________________________________________________________________ Facility: _____________________________________________________________________________________ Address: ____________________________________________________________________________________ City, State, Zip Code: __________________________________________________________________________ Phone: _____________________________________________________________________________________ I understand that by signing this authorization: I authorize the use or disclosure of my individually identifiable health information as described above for the development of my child’s treatment program. I have the right to withdraw permission for the release of my child’s information. If I sign this authorization to use or disclose information, I can revoke that authorization at any time. The revocation must be made in writing and will not affect information that has already been used or disclosed. I have the right to receive a copy of this authorization. I am signing this authorization voluntarily and treatment, payment, or my eligibility for benefits will not be affected if I do not sign this authorization. I further understand that a person to whom records and information are disclosed pursuant to this authorization may not further use or disclose the medical information unless another authorization is obtained from me or unless such disclosure is specifically required or permitted by law. Parent/ Guardian:_____________________________________________________________________________ Address: ____________________________________________________________________________________ City, State, Zip Code: __________________________________________________________________________ Phone: _____________________________________________________________________________________ ______________________________________________________ Parent / Legal Guardian Important Financial Information _________________ Date It is critical that you be familiar with your insurance coverage for Occupational therapy. In order to provide uninterrupted treatment, it is necessary to be aware of what insurance requirements apply to your plan. It is strongly recommended that you, the parent or guardian, contact your insurance company to see what therapy benefits apply to your plan. If a physician’s referral for occupational therapy is required by your insurance plan, you are responsible to request and provide the referral. Insurance plans often require preauthorization for occupational therapy, and occasionally there is a limit on the number of visits allowed or an annual monetary cap. SmallTalk Speech Therapy will make every effort to keep you informed of the status of your insurance benefits. However, the final responsibility rests with you, the parent or guardian. We will bill your primary insurance. If you are paying out of pocket for your services, we will furnish you with a receipt as often as you request, as well as other paperwork necessary for your own records, taxes or flexible spending account reimbursement. Payments (including co-pays) are due at the time of service. In the event that your health plan determines any service to be “not covered”, you will be responsible for all outstanding charges. All payments are due upon receipt of a statement from SmallTalk. A 1.5% interest charge will be added to 60 days past due accounts, and may be turned over to a collections agency. If you terminate therapy for any reason, you will be responsible to pay all fees, co-pays, co-insurance and deductibles immediately. Please notify your therapist 24 hours in advance if you must cancel. If notification is not received by 8:00 AM the day of your child’s appointment, a $30 “no-show” fee will be charged directly to you. If you change insurance plans or companies, please let me know as soon as possible to expedite correct billing. I understand that I am financially responsible to SmallTalk Speech Therapy for charges not covered by my insurance company. I also authorize SmallTalk Speech Therapy to release any information to my insurance company that is required for processing of this claim. I hereby authorize occupational therapy as prescribed by my physician. ______________________________________________________ Signature of Parent / Legal Guardian _________________ Date Authorization for Emergency Care Child’s birthdate: _____________________________________________________________________________ Allergies: ___________________________________________________________________________________ Medicine child is allergic to: _____________________________________________________________________ What medication is the child currently taking? _______________________________________________________ Pertinent medical history that would affect emergency care: ____________________________________________ Parent Name: ________________________________________________________________________________ Phone Number: (home)____________________________ (work or cell) _________________________________ Emergency Contact:___________________________ Relationship to child: _______________________________ Emergency Contact Phone Number: ______________________________________________________________ I, ________________________________________________________ authorize SmallTalk Speech Therapy to call for appropriate emergency medical treatment for ____________________________ if necessary in my absence. ______________________________________________________ Signature of Parent / Legal Guardian _________________ Date Occupational Therapy Parent Report Form Child’s Name _____________________________________ M/F _____ Date of Birth _________________ Parent’s/Guardian’s Name _____________________________________ Today’s Date ________________ Who lives in your child’s household environment? ______________________________________________ Please briefly describe any significant medical/health history (e.g. medical diagnoses, pregnancy and/or delivery issues, significant hospital stays, etc.): ________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Are there any health precautions to be aware of?_______________________________________________ ______________________________________________________________________________________ Occupational therapy (OT) can be instrumental in addressing your child’s needs in a wide range of areas, including: fine motor skills, motor planning/coordination, oral motor skills, visual perception, sensory processing, self-regulation, activities of daily living (e.g. bathing, dressing, hygiene, feeding/eating, etc.). Please briefly describe your main concerns/priorities in any of these areas: _____________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Is your child in school? ______ If yes, where does he/she attend and in what type of classroom or learning environment? __________________________________________________________________________ Does your child receive OT or any other services through his/her educational program? ________________ ______________________________________________________________________________________ Gross Motor Please briefly describe what you have observed re: your child’s overall mobility and play skills (e.g. running, jumping, climbing, balance, throwing/catching a ball, endurance, strength etc.): ________________ ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ How does your child respond to being off the ground (e.g. on jungle gym, on swing)? __________________ ______________________________________________________________________________________ Is he/she able to effectively move and navigate around the home and school environments? ____________ ______________________________________________________________________________________ Does your child use or have a need for adaptive equipment? _____________________________________ ______________________________________________________________________________________ Fine Motor / Visual-Perceptual Has hand dominance been established? Please circle one: Emerging Right-handed Left-handed Ambidextrous Please briefly describe what you have observed re: your child’s hand skills with toys and tools (e.g. using scissors, assembling puzzles, turning book pages, stacking/connecting blocks, grasping small items etc.)? ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ Is he/she age-appropriate to manipulate clothes fasteners (e.g. buttons, snaps, zippers, tie shoelaces)? ______________________________________________________________________________________ Is your child age-appropriate to engage in pre-writing or writing tasks? _______ If yes, please circle all that he/she participates in, regardless of skill level, and elaborate as needed: Grasps a writing tool Makes random marks Scribbling Coloring Simple drawing Complex drawing Traces shapes/letters Imitates shapes/letters Copying shapes/letters Writing name Connect-the-dots Writing words Writing sentences Mazes ______________________________________________________________________________________ ______________________________________________________________________________________ Sensory Processing / Self-Regulation Please briefly describe what you have observed re: your child’s responses to sensory stimuli (sounds, smells, touch, hugs, “messy” textures, tastes, lights/darkness, TV, being in motion, being in a crowd, etc.)? ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ How does your child typically respond to frustration and/or disappointment? _________________________ ______________________________________________________________________________________ Attention Please estimate how long your child maintains attention to a preferred task: ______ Non-preferred: ______ How would you describe your child’s overall attention skills and his/her ability to be redirected back to task? ______________________________________________________________________________________ ______________________________________________________________________________________ Oral-Motor / Mealtime Please circle all activities that your child participates in, and elaborate as needed: Tolerates toothbrushing Tolerates utensils in mouth Finger feeds self Feeds self with utensils Drinks from a sippy cup Drinks from straw Drinks from open cup Eats varied food temperatures Eats varied food textures ______________________________________________________________________________________ ______________________________________________________________________________________ Lastly: What are you expecting from this evaluation and interview? ______________________________________ ______________________________________________________________________________________ What else would you like to share with us about your child (e.g. strengths, interests, motivators, social skills, etc.)? _________________________________________________________________________________ ______________________________________________________________________________________ ______________________________________________________________________________________ SmallTalk Speech and Occupational Therapy NOTICE OF PRIVACY PRACTICES Effective date 10/1/2012 Our Pledge Regarding Medical Information We understand that medical information about you and your health is personal. We are committed to protecting medical information about you. This Notice applies to all of the medical records we receive and maintain. Your personal doctor or health care provider may have different policies or notices regarding the doctor's use and disclosure of your medical information created in the doctor's office or clinic. This notice describes how medical information about your child may be used and disclosed and how you can get access to this information. Please read it carefully. It also describes our obligations and your rights regarding the use and disclosure of medical information to the extent applicable. We are required by law to: make sure that medical information that identifies you is kept private; give you this Notice of our legal duties and privacy practices with respect to medical information about you; and follow the terms of the notice that is currently in effect. How We May Use and Disclose Medical Information About You The following categories describe different ways that we use and disclose medical information. Not every use or disclosure in a category will be listed. However, all of the ways we are permitted to use and disclose information will fall within one of the categories. For Operations (as described in applicable regulations). We may use and disclose medical information about you for center operations. These uses and disclosures are necessary to run your course of treatment. For example, we may use medical information in connection with: conducting or arranging for medical review, audit services, and fraud and abuse detection programs; business planning and development such as cost management; and business management and general administrative activities. As Required By Law. We will disclose medical information about you when required to do so by federal, state or local law. For example, we may disclose medical information when required by a court order in a litigation proceeding such as a malpractice action. To Avert a Serious Threat to Health or Safety. We may use and disclose medical information about your child when necessary to prevent a serious threat to your child’s health and safety or the health and safety of the public or another person. Any disclosure, however, would only be to someone able to help prevent the threat. Special Situations Disclosure to the State. Information may be disclosed to another health plan maintained by the State for purposes of facilitating claims payments under that plan. In addition, medical information may be disclosed to State personnel solely for purposes of administering benefits under the Plan and/or System. Public Health Risks. We may disclose medical information about you for public health activities. These activities generally include the following: to prevent or control disease, injury or disability; to report reactions to medications or problems with products; to notify people of recalls of products they may be using; to notify a person who may have been exposed to a disease or may be at risk for contracting or spreading a disease or condition; to notify the appropriate government authority if we believe a patient has been the victim of abuse, neglect or domestic violence. We will only make this disclosure if you agree or when required or authorized by law. Health Oversight Activities. We may disclose medical information to a health oversight agency for activities authorized by law. These oversight activities include, for example, audits, investigations, inspections, and licensure. These activities are necessary for the government to monitor the health care system, government programs, and compliance with civil rights laws. Lawsuits and Disputes. If you are involved in a lawsuit or a dispute, we may disclose medical Information about you in response to a court or administrative order. We may also disclose medical information about you in response to a subpoena, discovery request, or other lawful process by someone else involved in the dispute, but only if efforts have been made to tell you about the request or to obtain an order protecting the information requested. Law Enforcement. We may release medical information if asked to do so by a law enforcement official: in response to a court order, subpoena, warrant, summons or similar process; to identify or locate a suspect, fugitive, material witness, or missing person; about the victim of a crime if, under certain limited circumstances, we are unable to obtain the person's agreement; about a death we believe may be the result of criminal conduct; about criminal conduct at the hospital; and in emergency circumstances to report a crime; the location of the crime or victims; or the identity, description or location of the person who committed the crime. Coroners, Medical Examiners and Funeral Directors. We may release medical information to a coroner or medical examiner. This may be necessary, for example, to identify a deceased person or determine the cause of death. National Security and Intelligence Activities. We may release medical information about you to authorized federal officials for intelligence, counterintelligence, and other national security activities authorized by law. Your Rights Regarding Medical Information About You You have the following rights regarding medical information we maintain about you: Right to Inspect and Copy. You have the right to inspect and copy medical information that may be used to make decisions about your benefits. To inspect and copy medical information that may be used to make decisions about you, you must submit your request in writing to your Executive Director. If you request a copy of the information, we may charge a fee for the costs of copying, mailing or other supplies associated with your request. We may deny your request to inspect and copy in certain very limited circumstances. If you are denied access to medical information, you may request that the denial be reviewed. Right to Amend. If you feel that medical information we have about you is incorrect or incomplete, you may ask us to amend the information. You have the right to request an amendment for as long as the information is kept by or for the System. To request an amendment, your request must be made in writing and submitted to your Executive Director. In addition, you must provide a reason that supports your request. We may deny your request for an amendment if it is not in writing or does not include a reason to support the request. In addition, we may deny your request if you ask us to amend information that: is not part of the medical information kept by us; was not created by us, unless the person or entity that created the information is no longer available to make the amendment; is not part of the information which you would be permitted to inspect and copy; or is accurate and complete. Right to an Accounting of Disclosures. You have the right to request an "accounting of disclosures" where such disclosure was made for any purpose other than treatment, payment, or health care operations. To request this list or accounting of disclosures, you must submit your request in writing to SmallTalk Speech Therapy. Your request must state a time period, which may not be longer than six years. Your request should indicate in what form you want the list (for example, paper or electronic). Right to Request Restrictions. You have the right to request a restriction or limitation on the medical information we use or disclose about you for treatment, payment or health care operations. You also have the right to request a limit on the medical information we disclose about you to someone who is involved in your care or the payment for your care, like a family member or friend. We are not required to agree to your request. To request restrictions, you must make your request in writing to SmallTalk Speech Therapy. In your request, you must tell us (1) what information you want to limit; (2) whether you want to limit our use, disclosure or both; and (3) to whom you want the limits to apply, for example, disclosures to your spouse. Right to Request Confidential Communications. You have the right to request that we communicate with you about medical matters in a certain way or at a certain location. For example, you can ask that we only contact you at work or by mail. To request confidential communications, you must make your request in writing to SmallTalk Speech Therapy. We will not ask you the reason for your request. We will accommodate all reasonable requests. Your request must specify how or where you wish to be contacted. Right to a Paper Copy of This Notice. You have the right to a paper copy of this Notice. You may ask us to give you a copy of this Notice at any time. Even if you have agreed to receive this Notice electronically, you are still entitled to a paper copy of this Notice. Changes to This Notice We reserve the right to change this Notice. We reserve the right to make the revised or changed Notice effective for medical information we already have about you as well as any information we receive in the future. We will post a copy of the current notice on our website. The Notice will contain on the first page, in the top right hand corner, the effective date. Complaints If you believe your privacy rights have been violated, you may file a complaint with SmallTalk Speech Therapy, or the Secretary of the Department of Health and Human Services. All complaints must be submitted in writing. If you have any questions about this Notice, please contact: SmallTalk Speech and Occupational Therapy (619) 647-6157 Signed by Parent: _________________________________________________ Date____________________ On Behalf of (PLEASE PRINT)_____________________________________________________________________ Directions to our North County office in Poway From Downtown San Diego: Take CA-163 NORTH Merge onto I-15 NORTH – go 6.7 mi Take the Poway Road exit and turn right (east) – go .25 mi Turn left onto Sabre Springs Parkway and then take the first left into the parking lot. SmallTalk is at the bottom of the drive on the left. From The North (Escondido/Rancho Bernardo): Take I-15 SOUTH Take the Poway Road exit and turn left (east) – go .25 mi Turn left onto Sabre Springs Parkway and then take the first left into the parking lot. SmallTalk is at the bottom of the drive on the left. From The West (Del Mar / Carmel Valley): Take 56 EAST Head south on I-15 SOUTH Take the first exit—Poway Road—and turn left (east) – go .25 mi Turn left onto Sabre Springs Parkway and then take the first left into the parking lot. SmallTalk is at the bottom of the drive on the left. Directions to our East County office in El Cajon From Downtown San Diego: Take CA-94 EAST – go 8.2 mi Take fork onto CA-125 NORTH – go 2.2 mi Take the I-8 EAST exit – go 1.5 mi Take the EL CAJON BLVD exit AND VEER RIGHT ONTO CHASE AVE Continue 1.6 miles on CHASE AVE until the stoplight at PRESCOTT Turn left onto Prescott and then take an immediate right into the parking lot. SmallTalk is on the north side of the building (facing away from Chase Ave) in Suite 204 (in the middle of the building; second floor) Note: if you pass the next stoplight at Avocado Avenue, you’ve gone too far. From Chula Vista: Head north on 805 N Turn onto CA-54 EAST – go 6.2 mi CA-54 EAST becomes CA-125 NORTH – go 5.0 mi Take the I-8 EAST exit – go 1.5 mi Take the EL CAJON BLVD exit AND VEER RIGHT ONTO CHASE AVE Continue 1.6 miles on CHASE AVE until the stoplight at PRESCOTT Turn left onto Prescott and then take an immediate right into the parking lot. SmallTalk is on the north side of the building (facing away from Chase Ave) in Suite 204 (in the middle of the building; second floor) Note: if you pass the next stoplight at Avocado Avenue, you’ve gone too far. From The East: Head west on I-8 W Take the E MAIN ST exit and turn left – go 2.0 mi Turn left at AVOCADO AVE – go 1.0 mi Turn right at CHASE AVE Take the first right onto PRESCOTT and then take an immediate right into the parking lot. SmallTalk is of the building (facing away from Chase Ave) in Suite 204 (in the middle of the building; second floor) Note: if you pass the next stoplight at Avocado Avenue, you’ve gone too far. Directions to our Old Town Clinic From North San Diego: Take I-5 SOUTH Take the Old Town Avenue exit, EXIT 19 Turn left onto Old Town Avenue Turn left onto Moore Street and pass the Shell station on your right Take the first right onto Ampudia Street and pull into the parking lot on the left Our clinic is in Suite 101 of the Old Town Professional Building From South San Diego: Take I-5 NORTH Take the Old Town Avenue exit, EXIT 19 Stay straight to go onto Moore Street and pass the Shell station on your right Take the first right onto Ampudia Street and pull into the parking lot on the left Our clinic is in Suite 101 of the Old Town Professional Building From East County: Travel on 8 West to I-5 SOUTH Take the Old Town Avenue exit, EXIT 19 Turn left onto Old Town Avenue Turn left onto Moore Street and pass the Shell station on your right Take the first right onto Ampudia Street and pull into the parking lot on the left Our clinic is in Suite 101 of the Old Town Professional Building