Thank you for registering with NeuroMotif! Please read the following policy information carefully, and electronically sign at the bottom of the page in the space provided.
Billing
Appointments operate on an ongoing monthly basis. Invoices are processed automatically on the 1st of each month using your credit card on file on Practice in Tune (PIT). We emphasize that clients are billed in order to hold a time slot with their teacher or therapist, and are expected to attend at their scheduled time each week.
Unless written notice of discontinuation is provided before the billing period, clients will be kept on the schedule indefinitely. If you would like to discontinue services, please let us know as early as possible before your last intended appointment in order to allow for a transition and termination plan to be put into place. Make sure to let us know your plans for discontinuation before the last Friday of the month to avoid getting charged; we are not able to provide refunds.
Billing reminder messages will be sent out during the last week of each month for the following month’s bill. The messages will be sent via PIT. The message will include your total to be charged for the upcoming month.
Payment
Your credit card information can be kept on file on our protected and HIPAA-compliant billing platform, Practice in Tune (PIT). Payments will show up on your banking or credit card statement as a Stripe payment. You may log in to change or update your card at any time as needed. Please bookmark the sign-in page to PIT for your convenience.
Payment is due in advance of appointments on the first of each month. NeuroMotif will charge your card automatically on the first of each month. If there is a problem with your payment, NeuroMotif will notify you by the next business day.
If there is a problem with your card or payment, we ask that you resolve the bill by the day before your first scheduled appointment that month. If we do not receive payment by the prior day, we will temporarily remove your scheduled sessions from our calendar until the bill is resolved. Our staff members’ time is valuable, and we cannot hold appointment times if they are unpaid. We will put the appointments back on our calendar as soon as the payment is resolved.
Scheduling
Appointments can be scheduled for 30, 45, or 60 minutes. All appointment durations include a 5-minute transition period at the end of the session or lesson so the staff member can discuss any updates or details with the caregiver, aid in transitioning, record progress notes, and/or reset the space for their next client. This allows for the staff member to begin each session on time. We ask that the caregiver be ready to go or pick up the client or student at least five minutes before the scheduled period ends. (In other words, at the 25, 40, or 55-minute mark, respectively.) Many of our students and clients benefit greatly from caregiver assistance with transitions, so we are grateful for your cooperation on this matter.
Appointments will occur at the same time each week. The time slot you select at the time of registration will be kept on the schedule every month unless you request to change your ongoing time slot. If needed, clients can change their recurring time slot with 24 hour notice depending on the staff member’s availability. However, time slots cannot be changed from week to week.
Makeup Sessions
We ask you to do your best to attend your appointments weekly as scheduled, as this provides important consistency and maximizes progress. Note that appointments are not scheduled during holiday closures, found here.
We do understand that you may need to cancel appointments occasionally, and will do our best to accommodate makeup sessions when possible. Makeup credit never expires. However, makeup sessions are not guaranteed as they are dependent on the therapist’s availability.
In order to be eligible for a makeup, please let us know you need to cancel your session at least 24 hours before the scheduled session. The earlier you can notify us, the better, so that anyone else in need of a makeup can schedule in your unused time. Same-day cancellations or no-shows are not eligible for makeup credits.
We also understand that emergencies come up sometimes. Although we aren’t able to guarantee makeup credit for same-day cancellations, please still do your best to let us know if you won’t make your scheduled time, even if it is the same day.
Clients are responsible for initiating makeup scheduling. If you need to cancel an appointment, please check in with us to see what makeup times are available.
If you miss your makeup session, we cannot reschedule it – in other words, we cannot provide makeups for makeups.
If your teacher or therapist has to cancel a session for any reason, we will reach out to you with their availability for a makeup. If staff members are not able to make up a session they cancelled, we will credit that session cost to your next month’s invoice. Credits are not available for client-initiated cancellations.
We are not able to provide refunds.
NeuroMotif Policy Agreement
- I understand that payment is due in full on the first day of each month.
- I understand that I will be charged in full for the month regardless of attendance.
- I understand that if I fail to provide payment in full, my sessions will be paused until the bill is resolved.
- I understand that continuation of services will be assumed unless I provide discontinuation notice in writing in the previous month.
- I understand that my session time includes 5 minutes of the staff member’s transition and prep time.
- I understand that my sessions will recur at the same time each week.
- I understand that makeup sessions are not guaranteed.
- I understand that in order to be eligible for a makeup session, I must provide notice 24 hours before my scheduled session.
- I understand that day-of cancellations and no-shows are not eligible for a makeup session.
- I understand that I am responsible for initiating communication about scheduling a makeup.
Please fill out the form to serve as your electronic signature.