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Frequently Asked Questions

Insurance

What insurance does BHPT Accept? 

Bartlesville Hope Pediatric Therapy accepts many major insurance plans, including Medicaid. We get that insurance companies and plans can be tricky to navigate. No two plans are created equal. We make every effort to accommodate your child and help guide you through any challenges in understanding the benefits offered by your health care plan. However, we do ask you verify with your carrier what is offered under your plan for Outpatient Speech and Occupational Therapy to help get you started sooner with as little of confusion as possible.

BELOW ARE SOME GENERAL QUESTIONS YOU CAN ASK YOUR CARRIER AHEAD OF TIME TO SPEED THE PROCESS*:

  • ​Does my plan cover (OT/SPEECH) therapy?

  • Is there a cap on (OT/SPEECH) therapy benefits, either monetary or number-of-sessions?

  • Is an evaluation covered as part of my (OT/SPEECH) therapy benefits? Is there a limitation on frequency of evaluations?

  • What do I need to provide in order to take advantage of my (OT/SPEECH) therapy benefits?

  • What percentage of (OT/SPEECH) therapy is covered by my insurance?

  • What is my "out of pocket" max and what happens when I reach that dollar amount?

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bARTLESVILLLE HOPE PEDIATIRC THERAPY PARTICIPATES WITH THE FOLLOWING CARRIERS AS AN "IN NETWORK" PROVIDER:

  • Blue Cross Blue Shield of OK

  • HealthChoice

  • Tricare

  • United Health Care

  • UMR

  • EBMS

  • Community Care

  • SoonerCare/Medicaid/Managed Care

    • Including:​

      • Humana Healthy Horizons​

      • Aetna Better Health

      • Oklahoma Complete Health

  • Self-Pay​

*If your carrier is not on the list above, any services rendered through us may be considered "out of network" for your insurance. Many of these insurance companies still cover a considerable percentage of the therapy services we provide, and we have had good luck receiving "gap exceptions", where you may be considered for in network benefits if you are a good distance from the nearest in network provider. However, it will be important to inform your carrier that we are an "out of network" provider when asking the questions above.

If you have any questions about insurance or billing, please don't hesitate to contact us. Our aim is to help in every possible way to ensure your child gets the essential support they need.

fees for services

As the parent/guardian of the child receiving care, you will be responsible for all charges for any services rendered. This includes any evaluations and therapy services provided by OT or Speech.

We do confirm your benefits with your insurance provider, however, confirmation of benefits is not a guarantee of payment and the parent/guardian will be responsible for any unpaid balance. Please be aware that the balance of your claim is your responsibility regardless if your insurance company pays. 

As the insurance policy holder, it is your responsibility to know if your insurance has any deductible, copayment, co-insurance, out-of-network, usual and customary limit, prior authorization requirements, or any other type of benefit limitation for the services your child receives and you will be responsible for making the payment in full. If at any time your balance exceeds $400, we receive the right to place your child's services on hold until the balance is paid down. A payment plan can be arranged with our billing specialist. 

Without an authorization of benefits, your insurance will not pay for services, and the parent/guardian will be responsible for all services rendered. 

We require to be notified of any changes in insurance coverage. If the insurance has changed or is terminated at the time of service, the parent/guardian is financially responsible for the balance in full. If your child is on Medicaid/SoonerCare, you must provide the office with the Medicaid ID card and the secondary ID care. If the does not have proper information for a secondary insurance, the secondary insurance will not be billed. 

 

For any further billing-related questions, please contact our billing specialist by calling our office.

APPOINTMENTS

how do I set up services with bartlesville hope pediatric therapy?

Prior to setting up your first appointment, which will be an evaluation, we must obtain a referral from your child's physician. Most physicians are aware of how this process works. If your doctor is not informed of how setting up outpatient therapeutic services are established or has knowledge of our clinic, we have a "Physicians" page you can refer them to on our website. 

 

After we receive the correct documentation, we will proceed with scheduling your child at our next available evaluation*. Please see the "How to Get Started" page on our website for further information.

 

* NOTE: There are times we will have a full case-load and will not have a readily available evaluation spot to schedule your child. If this occurs, your child will be placed on our active wait-list and you will be contacted in order of appointment availability. 
 

what is a therapy evaluation?

Your child's first appointment with our clinic is an initial evaluation. This is performed by a Licensed Occupational Therapist for OT or Speech Language Pathologist for Speech. These therapists will determine your child's plan of care and goals to be addressed. There are times the evaluating therapist determines services will not be warranted based on your child's evaluation results. 

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We do ask parents stay for your child's full evaluation as the therapist will often inquire upon parent or caregiver's perspectives when looking at treatment options and goals. Additionally, this is a time for parents and caregivers to ask questions to the evaluating therapists about therapy or expectations.

Also, it is required for parents to fill out paperwork prior to this appointment so your evaluating therapist has all the details they need to make up their evaluation determination. You may also be asked to complete further information during the appointment, depending on the individual circumstances. The parent or caregiver is always welcome to request evaluation results.

You must provide a copy of your insurance card and license prior to your child's evaluation appointment.

 

Please notify us of any contact or medical changes, immediately.

 

how often will my child have appointments?

Usually, visits occur once a week. Yet, if deemed necessary during the assessment, your therapist might recommend more frequent sessions. The overall number of visits will also depend on the assessment and specific goals established by your therapist.

CANCELLATION POLICY

What is your cancellation policy? 

Bartlesville Hope Pediatric Therapy understands there may be times when you are unable to keep your appointments, but we require a phone call to our office to cancel your appointment. A text to your therapist is a kind courtesy, but a phone call is necessary for the cancellation to be honored. 

 

Cancellations due to fever, illness, or diarrhea are necessary to protect the health of our staff and other patients. 

 

If you do not give a 2 hour notice of your cancellation, you will be charged a $25 fee and/or counted as a no-show in our schedule records. 

Appointments that are rescheduled within 5 business days of the cancelled appointment will not be counted against attendance.

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FLEX SCHEDULE

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AFTER THE THIRD NO-SHOW APPOINTMENT IN A ROW, your child will be moved to a FLEX SCHEDULE and your standing, weekly schedule placement will no longer be held. 

 

If your attendance comes to the ratio of 30% or higher of patient cancellations or no-shows over a 90 day period, you will be moved to a FLEX SCHEDULE and your standing, weekly scheduled appointment will no longer be held. 

While on the FLEX SCHEDULE, you must call our office on the Friday or Monday of the week for available appointment times to be scheduled for the week's appointments. 

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To be removed off of the FLEX SCHEDULE, our child must attend sessions 3 weeks in a row. After this, our office will work with you to place your child on a standing, weekly schedule.

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discharge

 

Your child will be discharged from our services after 6 months with less than 50% attendance. Discharge will also occur if attendance is less than 50% at the end of the insurance authorization period. If you request to put your child's services on hold, you will be discharged from services after 6 months on hold if services have not resume. 

SMS Terms and conditions/Privacy Policy

Introduction

Welcome to Bartlesville Hope Pediatric Therapy. By assessing or using our services, including receiving SMS communications, you agree to comply with and be bound to these Terms and Conditions. If you do not agree with these terms, please do not engage with our services.

Consent for SMS Communication

By providing your consent to receive SMS communications, you acknowledge and agree to receive text messages from Bartlesville Hope Pediatric Therapy at the phone number you provide. Information obtained as part of the SMS consent process will not be shared with third parties. Bartlesville Hope Pediatric Therapy does not sell or share any SMS consent or personal information to third parties or its affiliates for marketing purposes.

Types of sms communications

If you have consented to receive text messages, you may receive SMS communications related to the following:​

  • Customers and Guests: Updates regarding your orders, deliveries, or other relevant information.

  • Job Applicants: Information about your application status, onboarding materials, or other employment-related updates. 

standard messaging disclosures

  • Messaging and data rates may apply. Standard messaging rates will be charged by your mobile services provider. 

  • You can opt-out of receiving SMS messages at any time by texting "STOP" to the number from which you received the message. 

  • For assistance, text "HELP" or visit our website for terms and privacy policy: https://www.bartlesvillehopepediatrictherapy.com/faq

  • Message Frequency: Less than 10 times, per month.

privacy

We respect your privacy and will use only the information you provide to communicate with you via SMS as outlined above. Your personal data will not be shared with third parties unless required by law or as necessary to delivery the requested service.

Modifications

We reserve the right to update or modify these Terms and Conditions at any time. Any changes will be posted on this page with an updated revision date. By continuing to engage with our services, you agree to be bound by any changes to the terms.

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