As a courtesy to our families, Integration Station Pediatric Therapy Services will bill your insurance company directly per request. Families are responsible for monitoring and tracking their benefits and keeping Integration Station up to date on any changes to their plan or policy. Clients are responsible for any co-payments, deductibles or any other charges not covered by their insurance at time of service.
To find out if your child’s therapy is eligible for insurance reimbursement, call your insurance provider and ask the following:
- What are my benefits for occupational therapy?
- Do I have to meet a deductible?
- How much of my deductible has already been met?
- Once the deductible is met, what portion is my responsibility (co-insurance/co-payment)?
- Does my plan require a referral from my primary care physician?
- How many visits are allowed per calendar year?
- Is prior authorization required? If yes, who do I need to contact?
- Does my plan require pre-certification or medical review at any point while accessing therapy services?
Assisting families with the cost of therapy services in the Charlotte-Mecklenburg Area.
Kids with PossAbilities
Funding therapy, assistive technology, and educational scholarships for children in the Greater Charlotte Area.
InReach: First in Families of Mecklenburg County
Offering support to families and individuals according to their self-defined needs. Examples of supports include computers, home furnishings or modifications, childcare or respite, or repairs to vehicles. Support can also be connecting individuals to vocational, social, and educational opportunities in the community.
United Healthcare Children’s Foundation
The UnitedHealthcare Children’s Foundation (UHCCF) is a 501(c)(3) charitable organization that provides medical grants to help children gain access to health-related services not covered, or not fully covered, by their family’s commercial health insurance plan.
Policies & Fees
Scheduling & Attendance Policies
The following are Integration Station’s policies regarding cancellations and no-shows. we take this subject seriously because it can make the difference between whether your child succeeds in treatment or not. Your Therapist and Doctor have prescribed a set frequency of treatment based on your child’s needs.
I, the Legal Parent Or Guardian Understand:
Treatment sessions are to begin promptly at the time of the scheduled appointment. If arriving tardy to the appointment, the treatment session may be for a lessened amount of time, ending at the originally scheduled end time.
I, or the approved person responsible for picking up my child, must be present a minimum of 10-minutes from the conclusion of my child’s session to ensure enough time to receive updates on my child’s treatment and home programming.
To remain in compliance with the established plan of care, I will notify Integration Station of family obligations or vacations a minimum of two weeks prior to the expected absence. It is my responsibility to have an alternative time in mind that will ensure that my child receives the full prescribed number of treatments.
Integration Station requires at least 24 hours’ notice in the event of a cancellation. It is my responsibility to have an alternative time in mind that will ensure that my child receives the full prescribed number of treatments. I understand that the appointment needs to be rescheduled within 30 days of the absence.
There is a $25.00 charge for a late cancellation within 24 hours of the scheduled time, except when not allowed by contracted payer. This charge will not be covered by insurance and is my responsibility. I agree to maintain an active credit card on file and understand that I will be automatically charged for any late cancellation that is not rescheduled and attended within 2-weeks or excused by a doctor’s note. If I am able reschedule within the 2-week period, and the automatic charge has already been executed, the amount will be credited towards a future invoice.
If my child does not arrive for their appointment or cancels within 4 hours of the scheduled appointment time, I will be charged the full session fee, except when not allowed by contracted payer. I agree to maintain an active credit card on file and understand that I will be charged for any appointment that is not rescheduled and attended within 2-weeks or excused by a doctor’s note. If I am able to reschedule within the 2-week period, and the automatic charge has already been executed, the amount will be credited towards a future invoice.
Rescheduled appointments may be with my child’s primary therapist(s) or an alternative therapist. All of Integration Station’s therapists are experienced professionals, and they will consult with your primary therapist in addition to studying your child’s chart, so you will be in good hands. Your child will return to their primary therapist(s) at the next regularly scheduled visit.
If my child is not well enough to attend school on the day of his/her appointment, I should not take them to their scheduled, in-person therapy session that day. I also understand that my child must be symptom-free (no fever, no vomiting, no diarrhea, no rash) for at least 24 hours prior to their appointment. COVID-19 exposure and/or symptoms require quarantine as recommended by current CDC guidelines. A virtual appointment may be available and can be scheduled in advance by calling the office.
If my child attends in-person therapy and then presents with an infectious illness or condition such as COVID-19, strep throat, conjunctivitis (pink eye), chicken pox, lice, etc., I must notify the practice immediately so that other children and staff may be notified.
Frequently missed appointments are considered non-compliant with the established plan of care and may result in discharge from services. Integration Station has the right to discontinue services following three late cancellations and/or three no shows.
Once a regular treatment appointment has been determined, Integration Station may be unable to accommodate changes for temporary periods. When a permanent change in time is needed, I must give as much advanced notice as possible for the practice to attempt to accommodate this request. I understand that my request for a change in appointment time may not be immediately available or may result in a change in therapist.
Inclement Weather Policy
Integration Station will conduct business except in the cases of severe conditions requiring businesses to close. Therapists reserve the right to cancel an appointment due to inclement weather and will contact me in the event of a change in schedule or cancellation.
If I feel travel is unsafe because of poor road conditions, I may request that my child’s session be held virtually instead of in-person without penalty.
I, the Legal Parent Or Guardian Understand:
I have initiated services and understand evaluation, treatment, and/or other service fees are due at the time of delivery.
Integration Station will bill my insurance directly at my request, only when all the proper insurance information is on record at Integration Station. It is my responsibility to contact my insurance plan to discuss benefits and the necessary requirements for coverage. At times, insurance policies require pre-certification, prior-authorization, or place visit limitations on therapy services. I understand it is my responsibility to monitor my child’s service coverage. Verification of coverage and benefits is NOT a guarantee of payment. Benefits and payment are determined by the insurance company once claims are received.
Amounts not covered by my insurance, including deductibles, coinsurance, co-payments, as well as non-reimbursable items must be paid within 30 days otherwise treatment may be discontinued. Outstanding accounts may be turned over to collections with additional fees applied for processing.
Should I make a request for a consultation; Integration Station will make every effort to coordinate, however based on availability this may not be possible. I understand that consultations will not be billed to my insurance, and I will be responsible for all customary fees as set by Integration Station, this may include travel time to and from the appointment.
I am ultimately responsible for payment of any service provided by Integration Station. If my insurance company, school system, or other source of payment decreases or discontinues payment for services for any reason, I will be responsible for assuming payment for past, current, and future services.
Payments may be made in the form of cash, check, or credit card. I also understand that should a check be returned due to insufficient funds; I will be charged $30.00 plus any additional processing fees.
Acknowledgement of Risk
I give consent for Integration Station to deliver services to my child. I acknowledge that there is some inherent risk through the engagement of therapeutic services and use of therapy equipment. I agree to assume such risk and indemnify and hold Integration Station and its staff harmless from all losses and claims for any injuries or other damage occurring to myself, my children, or our belongings.
In the event of an emergency, while under the direct care of Integration Station, I give permission to initiate emergency medical services as necessary, however Integration Station and staff will not be responsible for hospital or EMS providers designated.
Integration Station participates in various social and print media outlets such as Facebook, Instagram, Google, parent publications, etc. Through these venues we love to celebrate our clients and their families as they Maximize Their Potential, in addition to sharing staff pictures, events, company updates, contests, and other fun and helpful information.