Policies & Procedures

 

Last Updated: 02-06-2026

Client Policies and Procedures

In order to reduce confusion and misunderstanding between clients and KidSense Therapy Group LLC., we have adopted the following policies. If you have any questions regarding the policies, please reach out to KidSense. We are dedicated to providing the best possible care, as well as service to our clients and their family. We regard our clients complete understanding of their responsibilities as an essential element of the care and treatment of our clients.

Fostering Positive Therapeutic Relationships

At KidSense Therapy Group, our mission is to cultivate trusting, transparent, and effective therapeutic relationships with every child and their family. This begins with open communication, clear and accessible information, active family feedback, and an emphasis on family values to ensure therapy is tailored to each child’s unique needs.

When misunderstandings occur, our therapists are dedicated to addressing them openly with families, fostering a healthy and positive connection that aligns with the child’s and family’s goals. We encourage collaboration by focusing on shared objectives and working toward mutual understanding.

If challenges arise that impact the therapeutic process, we address them promptly during sessions, engaging both families and staff. For more significant concerns, families and staff are encouraged to seek support from our leadership team, ensuring solutions that prioritize the child’s well-being and therapeutic success.

Commitment to Safety

At KidSense Therapy Group, we are committed to maintaining a safe and supportive environment for all employees, children, and families. By fostering a culture of safety, we promote overall well-being, strengthen our workplace, and enhance the quality of care—ultimately leading to better outcomes for everyone we serve.

If you have any questions or concerns regarding this policy, please reach out to our Clinic Manager. Should your concern involve the Clinic Manager, you are encouraged to contact their supervisor, the Chief Operating Officer. Thank you for your dedication to supporting both your child and our organization.

Commitment to Diversity

At KidSense Therapy Group, all care, communication, and behavior reflect our unwavering commitment to diversity. We honor, respect, and celebrate the unique experiences and backgrounds of every child, family, employee, and community we serve. Our mission is to cultivate an environment that fosters respect, encourages open communication, and values continuous learning—embracing diversity in all its forms.

 

Supporting Families

Our therapists are committed to providing guidance and recommendations that prioritize the child’s needs, remaining within their professional scope of practice. We do not evaluate or determine which parent is better suited to support the child, nor do we provide statements for use in legal disputes. We understand that family dynamics, particularly when supporting a child with exceptional needs, can add stress. Our focus is always on the child, working collaboratively with all family members involved in therapy without taking sides.

We encourage both parents to actively participate in therapy—whether in person, virtually, together, or separately—as long as sessions remain respectful and constructive. If separated families disagree about therapy services, we advise consulting your parenting plan or seeking legal guidance. When therapy is deemed medically necessary, our therapists will proceed as long as a legal caregiver brings the child to sessions, unless there is a legal document that prohibits treatment.

To address scheduling conflicts or disagreements that may impact the child’s attendance, we offer flexible scheduling options to support consistent participation and progress toward therapy goals. For concerns beyond our scope, such as family counseling, we recommend seeking support from a qualified family counselor.

 

Code of Conduct/ Mutual Respect Policy

KidSense Therapy Group is dedicated to fostering a positive, inclusive culture for children, families, and staff while prioritizing safety, excellence, and a healthy work environment. Central to this commitment is civility, which includes respect, tolerance, and professionalism in all communication between our staff and the clients and families we serve.

Our shared goals—for children, families, and team members—are achieved through trust and collaborative relationships. These relationships thrive when built on mutual respect and effective communication. At KidSense Therapy Group, we take a proactive and comprehensive approach to promoting civility. This includes education, open dialogue, workplace initiatives, leadership support, transparent policies, consistent enforcement, and a shared commitment to personal accountability.

The following will not be tolerated:

• Any form of discrimination (race, gender, ethnicity, gender identity, sexuality, religion, disability, or any other protected class
• Aggressive or violent behaviors (abusive language, actual or threatened physical harm, yelling, damaging physical property, etc.)
• Intentionally disrupting a treatment session
• Sexual Harassment
• Recording (audio or visual) of any session without proper consent of all parties involved
• Taking unauthorized photos or videos without prior permission
• No weapons are permitted within the clinic

If anyone experiences uncivil or threatening behaviors, please report it immediately to the closest team member or an Executive Team Member. If the behavior is ongoing, please communicate it directly to a Manager in the clinic.

KidSense will review the potential violation and investigate the situation. We will interview all parties involved to gather as much information as possible to develop a full scope of the concern. Depending on the outcome of the investigation will determine the action KidSense takes, but may include discharge from the clinic.

We appreciate your assistance in keeping our clinic safe and welcoming to everyone.

Financial Responsibility

• KidSense may verify the client's benefits as a courtesy. Quoted benefits are not a guarantee of benefits, the client is ultimately responsible for verifying their own insurance benefits. Clients are responsible for tracking any visit limits, deductibles or out of pocket limits as well as exclusions or need for medical necessity. While we endeavor to get each client covered for the services we feel are necessary, we cannot make any guarantee of insurance coverage.
• Although KidSense Therapy Group is a provider for a number of Insurance Companies, all individual companies have different coverage. This is especially true of companies that purchase insurance outside the state of Connecticut or self-funded companies.
• If applicable, KidSense will submit insurance claims to the primary insurance company on the policy holder’s behalf. Policy holders are responsible for submitting claims to their insurance company in regard to their out of network benefits.
• If KidSense is out of network with an insurance company and a client would like to submit a claim for out-of-network benefits, payment for the visit is expected at the time of service. Our office will provide requested documentation by the client to submit to their insurance company.
• Clients authorize the release of any information concerning health care, advice and treatment provided for the purpose of evaluating and administering claims for insurance benefits.
• Clients also hereby authorize payment of insurance benefits otherwise payable to the client directly to KidSense and acknowledge and accept responsibility for any financial obligations that the insurance company does not ultimately cover.
• Not all services provided by KidSense are covered by insurance. Meetings, consultations, additional reports, paperwork and absences (that do not conform to our cancellation policy) are not covered services and will not be billed to private insurers.
• Please note that co-payment is due at the time of service. Deductibles and co insurance will also be requested at time of service.
• While it is expected that copays and deductibles are paid at the time of service, any outstanding balance must be resolved within one (1) week. If a balance remains unpaid beyond this period, the client will not be seen until the account is paid in full.
• Insurance can take a minimum of 2-4 weeks to process. Once KidSense has received an Explanation of Benefits (EOB) from your insurance company you will be sent an invoice for any remaining balance due.
• To ensure timely payment and reduce outstanding balances, KidSense requests a valid credit or debit card to be kept securely on file.
  • Balances of $100 or less: The card on file will be charged automatically without prior notice.
  • Balances greater than $100: Families will receive a courtesy phone call before the card on file is charged.
• If your insurance changes and you do not notify us, you may be responsible for paying for sessions out of pocket.
• If your insurance claims are not processed within 30 days and you have not paid the expected session rate, your sessions may be put on hold.
• Payment is expected within 30 days of the invoice date. After 30 days the client's credit card on file will be billed for any remaining balance.
• We currently accept cash, check, and all major credit cards. There will be a $35 service fee for all returned checks.
• Services will be suspended if there are unpaid invoices without any communication to us regarding your balance. Bills that remain unpaid, following 4 attempts to collect a debt will be subject to legal proceedings.
• KidSense allows one financially responsible party per client, to be designated prior to treatment sessions.
• Please note, KidSense is unable to split payments between multiple parties.
• The client is ultimately responsible for all charges of rendered services.

 

Duration of Services

• Services are provided based on therapist’s recommendations for frequency and duration of sessions, but are subject to client and scheduling availability. Parent/caregiver wrap-up is essential and expected for teaching the family concepts, vocabulary, newly learned skills, and how to help generalize these skills.  Parents/caregivers play a vital role in the success of our clients.

 

Drop Off/Pick Up 

• Parents/caregivers must be prompt in picking up clients, and should arrive 10 minutes before the session ends.
• Clients and siblings should remain in the waiting room until greeted by a therapist.  Please do not ask our therapists or receptionist to watch a client.
• During therapy, parents are welcome to wait in the waiting room. If the client requires any special assistance, we ask that you remain in close proximity.
• If a client is to be picked up by someone other than their parent/guardian or emergency contact KidSense must be notified.

 

Late Attendance/ Late Pickup

A therapy session will not be extended for a client that is late as we have other clients and groups scheduled throughout the morning, afternoon, and evening. If you arrive late, you are subject to our late arrival policy which will put a client’s schedule under review. If a parent or guardian arrives late for pickup for 2 sessions, they will be required to remain in the waiting room for the duration of all future sessions.

 

Waiting Room

We expect siblings to maintain appropriate behavior in the waiting room area and to be supervised at all times. If you do leave KidSense during the client's session, please make sure we have your cell phone number in case we need to call you. If you need to take or make a lengthy call on your phone we ask that you step outside in consideration of others in the waiting area.

 

Allergies/Restrictions

When you complete our electronic Intake form you will be prompted to complete an Allergy Alert Form. This form is kept in the client's file. It is crucial for every client to have this form filled out, even if the client has no allergies. If there are food preferences or diet restrictions, please make sure this is noted on the form. If you have not filled out this form or need to make changes, please do so as soon as possible. Any rescue medication must be brought into treatment session with the client, and can only be administered by parent/guardian/authorized family members.

 

Confidentiality

• KidSense will keep all personal, medical, and insurance information confidential. Client information will only be released upon receipt of a signed Release of Information form . Consent for a release of information may be withdrawn by the client at anytime with a written notice.
• KidSense will not discuss a client’s diagnosis, session, progress, and behavior with the client’s tutors, friends, or nannies without the parent/guardian's written consent.
• We may communicate with clients’ caregivers, parents, or other therapists via email, phone, and mail.

 

Students

KidSense is an educational facility. We support educational opportunities for the community and graduate students. Clinicians may supervise a graduate student who will be involved in the assessment and/or treatment of clients.  If a client is being treated by a graduate student, a therapist will always be present to supervise/observe.

 

Changes with Information

A working phone number, email and emergency contact is required for all clients. Additionally, if there are changes to your insurance, address, phone number or email, please let our staff know. We will update your file immediately. Additionally, if there are any medical changes or updates (i.e., medication, diagnose new doctor/therapist, surgery, etc.) with please inform the client’s therapist so they can be aware and make any accommodations if necessary.

Thank you for your support and understanding. We look forward to working together!