You're welcome to leave during your child's session. Please stay reachable by cell phone and remain within 10 minutes of the clinic in case your child becomes ill, needs a diaper change, or needs to be picked up early.

If this is your child's first day or an evaluation, please ask the therapist when to return for the parent consult and developmental history review.

Parents are required to complete diaper changes. You will be contacted by Sprouts Staff if you need to be near by or return to the clinic to perform a diaper change.  

Siblings are not allowed in treatment rooms or on Sprouts Therapy equipment due to liability purposes. In special circumstances, this may be allowed with therapist/administrative approval and signed waivers.

In order to respect the privacy of all of our clients and staff, we do not allow photography in our clinic or treatment rooms when multiple children are present; however, if your child is the only one in the room, you may take photos of your child. 

Permission must be granted before taking photos of Sprouts Therapy staff members.

Your therapist will return your child to you (in parking lot) 10 minutes before the end of their last session of the day. The therapist will spend 2-3 minutes discussing how the session went, discuss how things are going outside the clinic and may provide you with activities to work on skills at home. The remaining time (7-8 minutes) is reserved for therapists to perform proper cleaning procedures.  

Therapist(s) are more than happy to answer questions during your scheduled session time. We believe communication between parents and therapist(s) is an important part of therapy. If you wish to speak to the therapist about something specific, please let the therapist know in order for them to end the session an extra 10 minutes early to allow time for discussion.Our therapists are on a strict time schedule and are unable to consult after the session ending time.

If you would like to discuss something with a therapist who is not the one transitioning your child out, feel free to direct questions to info@sproutstherapy.com.

Waitlist Refill & Appointment Opportunities

If your child is on a waitlist, Prompt will notify you when an eligible 1x appointment opening becomes available that matches the scheduling preferences you have provided. These may include openings in the coming week or short-notice opportunities. Each notification will include a link that allows you to book the available visit in just one click. ✨ 

Because openings may be offered to multiple eligible families, we encourage you to respond quickly if you would like to claim the appointment.

Ongoing Waitlist

Please be aware that for some disciplines there is an ongoing waitlist for weekdays after-school (starting 1pm to 6pm) and Saturday sessions. We will try to accommodate your scheduling requests as soon as we have the availability. 

The length of time you will be on the waitlist is hard to predict and is often dependent on current clients’ schedule changes and families moving on/off the island. We assure you we will contact you as soon as there is availability.

Plan of Care Compliance

Prompt may notify you if your child is not currently scheduled for the number of visits outlined in their individualized plan of care for the upcoming week. These messages will include a link to view and book eligible available appointments online, making it easier to maintain your child’s planned therapy schedule

If you need to permanently change your child's ongoing therapy day or time, email info@sproutstherapy.com with at least 30 days' notice. This gives us time to look for an opening that works for your family and to offer the released time to another family.

Because recurring appointment times are limited, we can't guarantee a specific day or time. We'll do our best to find a good fit, and your child's current schedule will stay in place while we look.

If you decide to discontinue ongoing therapy, please give us at least 30 days notice by emailing info@sproutstherapy.com. This allows your child's therapy team to plan for discharge, complete the discharge summary, and offer your recurring appointment time to a family on our waitlist.

If your regularly scheduled therapist will be out, another therapist may be able to access the client’s goals electronically and fill in during their scheduled therapy time (when the schedule permits), so there is no interruption in treatment sessions. If no therapist of the same discipline is available during that time, you will have the option to reschedule your child’s therapy session.

Co-Treatment is when more than one discipline works with a child at the same time. (Physical therapy and Speech therapy OR Occupational therapy and Speech therapy.)

Your child's therapy team will communicate with you if recommending cotreatment. The administrative team will schedule accordingly.

 A few reasons a child may be recommended for cotreatment include:

• The child may  participate more in the session when both disciplines are working together. Both therapists work together to achieve their goals simultaneously, with one discipline promoting another. (For example, if a child has sensory processing and regluation difficulties,  the OT can help the child reach an appropriate regulation level for learning through sensory activites, while the speech therapist works on language skills simultaneously). 
• If your child is recieving more than one therapy discipline at Sprouts, they may not have the attention, regulation or stamina to participate in back to back sessions. In this scenario, cotreatment may be beneficial for the child to maximize therapeutic benefits. 

Regular Clinic Hours*: 9:00 am - 5:00 pm Monday - Saturday

*Regular hours refer to times in which the front office is typically staffed. Therapists may see clients before or after regular office hours throughout the calendar year. The office hours above exclude major holidays and inclement weather days. Calls received before or after hours will be recorded on the clinic’s answering system. 

Our office observes the holidays listed below. Sessions that fall on this day will be cancelled. If your family has a session on any other Federal or Hawaii state holiday, the session will remain on the schedule unless the therapist is not available. In this instance, our front office will notify you of the cancellation.

New Year’s Day.......January 1st 

Fourth of July...... July 4th

Thanksgiving...........4th Thursday in November 

Christmas Eve.........December 24th

Christmas Day.........December 25th

We will be emailing you with any updates to your therapy plan, billing and schedule.  In the event that we are requesting a time change to the client's schedule, we will need you to email us back with approval of that change.

We do our best to respond within 24  business hours, however If you don’t receive a response to an email within  2-3 business days, please follow-up by calling us. Please do not use email for medical emergencies or for sending time-sensitive information.

Your schedule

Your child's upcoming appointments are viewable in the Prompt portal. Your portal invitation is sent to the email address listed on your intake paperwork. If you didn't receive it, email info@sproutstherapy.com and we'll resend it. You'll also receive a confirmation when an appointment is booked and a reminder about 24 hours before each visit.

Your invoices

Invoices for any balance due are sent by email and include a secure link so you can review and pay online. You can also pay a copay or balance during pre-check-in from your phone. Your card on file remains securely stored and may be charged if payment isn't completed through pre-check-in, the invoice link, or otherwise paid in a timely manner, in accordance with our financial policy.

Therapy documentation

Evaluations, progress reports, discharge summaries, and referral letters are emailed to families upon request. To request a copy, email info@sproutstherapy.com and we'll send it to the email address on file.

When an appointment is booked, you'll receive a confirmation, followed by a reminder about 24 hours before the visit. Teletherapy families will find their Google Meet link in the reminder email.

About 30 minutes before your appointment, you'll receive a check-in link by text or email so you can complete pre-check-in from your phone and pay any copay or balance due. After pre-check-in, you'll receive one more reminder at your appointment time so you can let us know you've arrived at the clinic.

Should concerns arise, please speak to your child’s treating therapist FIRST. If speaking to the therapist does not resolve your concerns or answer your questions, you may speak to a member of our administrative team or send an email to info@sproutstherapy.com and the appropriate team member will follow up with you regarding your questions and concerns.

Meetings/consults are scheduled over the phone and are charged hourly. Please note that consultation meetings are not covered by insurances, so the fee will be charged to the card on file. Please provide your availability for scheduling and the best phone number to reach you. We will send a confirmation of the date/time that our therapist will be calling for the phone conference. In the event they are unable to reach you during this time, this meeting will still be charged to your card.

For cancellations made by 5pm the day before the child’s in-clinic or teletherapy session(s), no make-up session(s) are required.

For less than 24 hour cancellations, we allow clients 1-2 weeks to make up the session to avoid the $75/hour cancelation fee (per service). We see your commitment to your child's health and needs as utmost importance. We absolutely understand that situations and/or emergencies occur that can bring about the need to cancel sessions or be unable to attend them, which is the reason we offer make-up sessions and do our best to work with our clients' busy family schedules.

For same day cancelations due to illness of the client or a household member, we allow clients 3 weeks to make up the session to avoid the $75/hour cancelation fee (per service). We see your commitment to your child's health and needs as utmost importance. We absolutely understand that families get sick, which is the reason we offer make-up sessions and do our best to work with our clients' busy family schedules.

If you do not show up for your child's session and you did not inform the scheduling team prior to the start of the session time, the $75/hour fee (per service) is automatically applied, as we have no ability to re-book the therapist in that situation.

LATE ARRIVAL

Our therapists are typically scheduled to see clients back-to-back. In the event that you will be more than 5 minutes late, please give us a call to let us know. 

All late arrivals will result in a shortened session with the full amount of the session fee still due. 

An OT or PT session must be at least 30 minutes long. If you will be arriving over 30 minutes late, the session will either be cancelled with make-up options provided, or you can elect to be seen and pay out of pocket for the time missed. 

(For in-network insurance clients, all therapy sessions excluding speech therapy will be charged at $75.00/hour for late arrival. This will be billed in 15-minute increments beginning at 8 minutes after scheduled start time.)

LATE PICK-UP

All late pick-ups will be charged a $45 late pick up fee for the initial 5-15 minutes tardy picking up child from his/her session. For every 15-minute interval of time your child remains at Sprouts Therapy you will be charged an additional $25.00.

As a courtesy please call Sprouts to let them know you are running late. 

We require an 80% attendance rate within a three month time frame and may need to remove the client from the therapist's schedule if efforts are not made to maintain this rate. We are happy to work with you on your schedule. If you are having issues with your current schedule, please let us know and we will see if we can make changes or put you on the waitlist for your preferred spot.

We understand circumstances come up and you may need to temporarily cancel your ongoing time slot. Per clinic policy, you may do so for up to three weeks. After three weeks, your ongoing time slot will be offered to other clients and you will be placed back on the waitlist.

Due to insurance regulations that prevent healthcare providers from charging fees to Medicaid clients, Sprouts Therapy has created a separate attendance policy for clients with in-network Medicaid insurance plans (Kaiser Quest).  

NoShow:

Two consecutive no-shows may require your child to be placed on a hold status until the issue of missed appointments is resolved. If a resolution is not made within 5 business days, your child will lose his/her therapy time and be placed on our waitlist. 

CAN<24:

All cancellations, including same day illness, that do not provide Sprouts Therapy with at least 24 hours prior notice to the date and time of service will require a makeup session to be scheduled within 1-2 weeks of cancelled session. 

Removal from Schedule:

The Sprouts Therapy admin team will always call and attempt to problem solve attendance issues with family before removing a client from schedule. However, in the event that attendance remains an issue, and in order to protect a consistent schedule for our therapists, we have implemented a 3 point attendance policy for Medicaid clients. 1 point is assigned every time your child has a No Show. 1 point is assigned every time your child has a less than 24 hour cancelation (that is not rescheduled). A quarter point (.25) is assigned every time your child is more than 7 minutes late to a session. If client has accumulated more than 3 points within a two month time frame, Sprouts Therapy has the right to remove client from the schedule.

In order to employ qualified full-time therapists, we need to provide them with a reliable and consistent schedule and income. Our cancellation policies are vital to therapist retention and were implemented to ensure Sprouts Therapy stays afloat, allowing us to continue providing our services to families in need.

Sprouts is committed to providing a safe environment that meets the special needs of our clients. Due to an increasing number of families/clients with peanut allergies, we ask that you do not bring peanuts (or food containing peanuts) into the building. 

If your child has severe allergies and requires an Epi-Pen, you are required to bring it with you to every therapy session. Please write your child’s name on it and leave with the front desk during the therapy session if you plan on leaving the building/parking lot. 

In our new client paperwork we also have an Epi-Pen consent form in the event you are unavailable to administer the medication.

Progress reports are completed every 6 months and are emailed to families upon request. To request a copy, email info@sproutstherapy.com.

Each progress report includes an updated status on all current long-term and short-term goals, a summary of the therapy program and progress, and therapist recommendations for next steps in therapy, including discontinuation of goals or addition of new goals.

Sprouts Therapy typically provides re-evaluations one year after your child's initial evaluation and every year after. The re-evaluation is beneficial for our therapists to draw comparisons between current and previous standardized testing scores and abilities. The results help your child's therapist(s) to tailor goals and plans of care to best fit your child's needs and growing abilities. Re-evaluations are also needed to comply with insurance regulations and to help justify continued services or to determine whether your child is ready for discharge from therapy.

The criteria for discharge at Sprouts Therapy includes, but is not limited to the following:  

• Your child has attained all goals and/or all referral concerns have been adequately addressed; your child is performing within the average range for his/her age across all areas of treatment. 
• The clinician is certain that all treatment methods available have been explored without prevail. 
• Your child is unable to participate in therapy sessions or has other problems/conditions that need to be addressed before therapy services will be effective. Therefore, services will be temporarily discontinued to allow time to address these issues.
• Poor attendance/chronic cancelations
• You (the caregiver) request termination of services 
• Your family is moving off-island

Your child's therapist will complete a discharge summary, which is similar to a progress report, at the time of discharge. Discharge summaries are emailed to families upon request. To request a copy, email info@sproutstherapy.com and we'll send it to the email address on file.

If you decide to discontinue ongoing therapy, please give us at least 30 days notice. This allows your child's therapy team to plan for discharge, complete the discharge summary, and offer your recurring appointment time to a family on our waitlist.

Unfortunately, our therapists are unable to attend outside appointments; however, your child's evaluation reports, plan of cares and progress reports (available via your client portal)  can be given to your child's school team  to help advocate HDOE services for your child.