Terms and Conditions 

Terms and Conditions for services provided by HartSense Children’s Occupational Therapy.

Definitions:

“Client” means the organisation or person who purchases goods and services from HartSense Children’s Occupational Therapy.

“Child” means the person participating in assessment or therapy.

“Therapist” means a member of the HartSense Children’s Occupational Therapy team.

1.   Payment

Services provided by HartSense Children’s Occupational Therapy are chargeable. Payment is required within 7 days of the invoice date and can be made by electronic transfer or cash. Should payment be delayed, further therapy may not be carried out until payment has been received. If payment is overdue, clients will be charged a late payment fee of 10%.

2.   Fees

Fees will be quoted in advance for assessment and for any other intervention. Treatment sessions last 45 minutes, with additional time allowed in the session fee for the therapist to prepare and keep records afterwards. Occasional, short phone calls or emails will not be chargeable, but regular or lengthy communications will be charged at the administration rate for the therapist. If an issue requires a long discussion, a telephone or face-to-face appointment with the therapist should be booked to address it fully.

A travel fee will be agreed before the first appointment if it is to be charged. Additional administration, for example, a letter to support an application, will be charged at the therapist’s administration rate.

Quoted fees include all equipment used during therapy sessions. Equipment for use outside of sessions may be recommended and will need to be purchased by the client.

Prices are subject to review on 1st September each year.

3. Cancellations

By scheduling treatment sessions at home, school or children’s centre, the child is expected to attend. If HartSense Children’s Occupational Therapy is advised of a cancellation more than 48 hours before the appointment time, no fee will be charged. Half the fee will be charged between 48- 24 hours’ notice of cancellation. If an appointment is cancelled with less than 24 hours’ notice, the full fee will be charged if the allotted time cannot be filled with alternative work.

Repetitive cancellations will be dealt with on a case-by-case basis, but therapy may be stopped if a child is not able to commit to therapy sessions.

Should the therapist cancel a session, no fee will be charged, and as much notice will be given as possible. The appointment will be rescheduled at the earliest convenience.

4. Data Protection and Confidentiality

Personal data held by HartSense Children’s Occupational Therapy will be securely stored in accordance with UK General Data Protection Regulations (2018). Client confidentiality will be observed. Correspondence will only be shared with other relevant professionals with parental consent. Our privacy policy is provided via email on request, or here. 

5. Consent for Therapy

Children participating in assessment and therapy sessions will require written parental consent in the form of a signed and dated consent form issued by HartSense Children’s Occupational Therapy. Email consent is accepted from parents by returning the completed consent form. 5a. The exception to the above is at a school where the Headteacher/SENCo/Manager authorises group or individual intervention by providing signed and dated permission to carry out the therapy on the basis that existing parental consent for intervention at school applies and copies can be provided to the therapist.

6. Working Together

An adult responsible for the child is expected to be present within the building for the duration of each session, unless otherwise agreed upon.

In the family home: The area provided for the therapist to work within should be free of hazards. Friendly pets may remain in the room but will need to be removed if they interfere with the session.

The therapist will treat others with respect, use appropriate language and wear appropriate clothing. It is expected that the therapist will be treated with equal respect.

Any physical, verbal or emotional abuse towards the therapist at any time may result in the termination of the session. Children whose condition involves potential for harm, (physical, verbal or emotional), towards themselves or others, should be notified to the therapist in advance so that they can work with the child’s team to put a plan in place.

The child should wear loose, comfortable clothing suitable for moving around in, and trainers.

Any assistive devices such as hearing aids, glasses, or AAC devices should be present and fully charged for the session.

7. Our therapist:

Is registered with the Royal College of Occupational Therapists/British Association of Occupational Therapists and abide by their Code of Ethics

Holds professional and public liability insurance

Has an Enhanced Disclosure and Barring Service check registered with the DBS Update service.

Has regular training including updating knowledge on Safeguarding, First-Aid and Manual Handling.

In addition, our Qualified Occupational Therapist is Health and Care Professions Council (HCPC) registered. Check-the-register

8. Termination of the Contract

Either party may terminate this agreement by notice in writing to the other if:

8.1 The other party commits a material breach of this agreement and, in the case of a breach capable of being remedied, fails to remedy it within 30 calendar days of being given written notice from the other party to do so;

8.2 Changes to HartSense Children’s Occupational Therapy staffing do not enable provision of the service and a suitable therapist cannot be found.

8.2 Either party gives 30-days notice in writing of termination of the agreement.

 If the service is unexpectedly ended by the client during an episode of care, a minimum of 3 hours administration fees may be charged to enable the occupational therapist to provide written recommendations, refer to appropriate support services and meet their duty of care to the child.

9. Complaints procedure

If you have cause for concern or complaint, please discuss the matter initially with your therapist. If you are still dissatisfied, this will be escalated as per the HartSense Children’s Occupational Therapy Customer Care policy. Please find our customer care policy here.

Updated September 2025