Practice Policies & Terms of Service

At Western Occupational Therapy Services, our goal is to provide high-quality, accessible care to our community. To maintain a consistent schedule and provide the best support to all our clients, we have established the following practice policies.

1. Cancellation & No-Show Policy

Your appointment time is reserved exclusively for you. Because our services are in high demand, late cancellations prevent other families or individuals from receiving the support they need.

  • Standard Notice: We require a minimum of 24 hours’ notice for all cancellations or rescheduling requests.

  • Late Cancellation Fee: Sessions canceled with less than 24 hours' notice will be charged 50% of the scheduled session fee ($75.00).

  • No-Show Policy: If a client is not present for a scheduled session (in-home or virtual) without prior notice, the full session fee may be applied.

  • Emergency Exceptions: We understand that emergencies, illness, and Wood Buffalo weather can be unpredictable. Please contact us as soon as possible if an emergency arises to discuss your specific situation.

2. Rates & Payment

  • Hourly Rate: Our standard professional rate is $150.00 per hour. This includes direct intervention, consultation, and necessary documentation time.

  • Payment Due: Payment is due at the time of service unless otherwise arranged through a third-party funder.

3. Insurance & Billing

  • Insurance Coverage: Most extended health benefit plans cover Occupational Therapy. It is the client’s responsibility to verify their specific coverage limits.

  • Direct Billing: We currently offer direct billing for:

    • WCB (Workers' Compensation Board)

    • FSCD (Family Support for Children with Disabilities)

    • Select short-term and long-term disability policies.

  • Self-Pay: For insurers that do not allow direct billing, you will be provided with an official receipt to submit for reimbursement.

4. Service Delivery (In-Home & Virtual)

  • In-Home Visits: Please ensure a safe, relatively quiet space is available for the session. We ask that pets be secured if they are likely to disrupt the therapeutic process.

  • Virtual Sessions: Clients are responsible for ensuring a stable internet connection and a private space to maintain confidentiality during telehealth appointments.

5. Confidentiality

Your privacy is a priority. All personal and health information is collected, used, and disclosed in accordance with the Health Information Act (HIA) and the Personal Information Protection and Electronic Documents Act (PIPEDA).

Acknowledgment

By booking an appointment with Western Occupational Therapy Services, you acknowledge that you have read, understood, and agree to abide by these policies.