July 2025

A covering therapist can bill for a session if the family cancels within 24 hours of the scheduled appointment (except for an illness cancellation within our typical 24 hour policy OR Kaiser, HPMG/TCN, Meritage or other insurance families). Cancellations made more than 24 hours in advance will not be billable.  To honor your time, we recommend holding off on treatment planning for any coverage sessions until you’re within that 24-hour window.

• “I had a great dream: I got trapped in San Francisco and it was a forest park and it ended up being like a zoo with a hedgehog that I got to feed him circle treats.”
• “Have a great summer! Hope it’s not too much business!” 5 y/o
• “Have a good summer garlic!” That was nice buddy, but her name is Scarlett.
• “Pikachu is a tiny guy that many people love because he’s just so small like me. Pikachu has very red cheeks just like me.”

• For any sessions covered by another therapist while a family’s lead therapist is absent, if the family chooses to cancel outside of the clinic’s cancellation window, the session will not be billable or paid.

Vacation Procedures for Covering Therapy Sessions:

• • Therapists seeking coverage for planned vacation time will email the clinic coordinators and clinic director notifying them of the vacation.
  • Therapists will personally email their families notifying them of the pre planned vacation and coordinate coverage/make ups. Therapist must always cc’ the clinic coordinator on all emails regarding coverage/scheduling.
    • The administration team will support any outstanding coverage needs or cancel sessions if needed after the therapist has done an initial reach out to families and colleagues to arrange for coverage.
    • Any admin time regarding coverage needs beyond the initial reach out must be pre-approved by the clinic directors.
    • It is the Therapist’s responsibility to find coverage for their clients. Therapists will add kids that need coverage to the coverage spreadsheet.
      • The spreadsheet will include any restrictions with scheduling (example; group vs. must be 1:1).
    • The covering OT will take over treatment planning for the child they have agreed to cover by reviewing past treatment notes and goals.
    • Primary OT can treatment plan only if necessary and with approval.
    • Fusion Charges:
      • Primary OT: Do not charge anything in Fusion. Charges will be manually input during payroll.
      • Covering Therapist: Charge like a regular session.

Evaluations/Evaluation Report Appointments in Ensora: 

Admin will begin populating the report write-up appointment alongside your initial evaluation appointment to support efficiency and billing accuracy.  Please be sure to move the report write up appointment time to the day you write it.

Added presets for Meritage eval reports:

This is in addition to the regular Meritage eval preset. The two presets will distinguish the two different appointments so you do not have to use the same preset for the evaluation and report.   

• Preset
  • OT Eval Report – Meritage
• Billing Codes
  • 97167: Meritage OT Evaluation Report
  • 97530: OT Timekeeping Provider Use Only

• Preset
  • ST Eval Report – Meritage
• Billing Codes
  • 92523: Meritage ST Evaluation Report
  • 92507: ST Timekeeping Provider Use Only

Authorization Tracking:

Emily meets with Theresa weekly to track the status of authorizations. If we do not have an authorization the week of your planned session we will let you and the family know of the possible pause in sessions until the authorization is received. We actively track the end of auths/new auths. If there are any questions on the status of your authorization you can check in with Emily in real time for an update. She will check their tracking spreadsheet or send Theresa a direct message for a prompt response.

When entering progress reports into Fusion for our GGRC families, please be sure to use the: “GGRC Progress Report” as it is attached to a $0 amount.  As a reminder, we ask therapists to plan ahead at least 6 weeks for GGRC progress reports using case management time as it is not a direct billable to the regional center.

For therapists commuting to the clinic during the summer schedule or during a light caseload day (fewer than 4 kids): We ask that you please explore alternatives to canceling sessions due to your commute. This may include offering telehealth or arranging coverage with admin’s support. Our goal is to maintain consistency for our families while being mindful of your time.

Needs sessions Reminder from Admin Team:

Please add all availability to the 1,2, & 3 column of the needs sessions spreadsheet. We aren’t offering one person’s spot at a time. The reason for the numbers is so we can send out all availability at one time to avoid the back and forth/lag in scheduling. The family will then pick what time works best. Also, please do not be shy to add more numbers if you have more availability to offer if the 1,2,3 spots have been filled by other therapists.

• June 2025:

• • Wednesday, 6/18 – Admin shares therapists’ caseload spreadsheets

• • Friday, 6/27 – Therapists confirm their caseload spreadsheets

• • • Between 6/18-6/27 please edit and modify your caseloads spreadsheets to include the addition of clients you may want added to your caseload (kids that paused, kids you never heard back from post-eval). Be sure to highlight any kids that have co-treats or another therapy at LH to account for scheduling planning.

• July 2025:

• • Monday 7/7 – Admin sends out all Fall scheduling email campaigns on behalf of the therapists

• • Monday 7/28 – Admin sends out a 2 week reminder to all families about fall scheduling/therapists reach out to unresponsive families.

• • • OPTION: Therapists can send a list of unresponsive families to admin by Monday 7/28 for them to reach out.

• August 2025:

• • Friday  8/8 – Therapists finalize schedules in Fusion

• • Week of Monday 8/11 – Friday 8/15 – Therapists send email reminders regarding the start to fall scheduling.

• • Friday 8/15: Admin sends out mass email campaign reminder to all clients that Fall Schedule starts Monday.

Monday, 8/18 – Fall Schedule Begins!

CEU Opportunities and Resources:

Family Resources 

Back-to-School Strategies for Executive Function Success– 8/18

Social Thinking On Demand Courses

Free Webinars Taught by Social Thinking Experts