What to Expect

Your Child’s First Visit to Hope Therapy Center: A Friendly Guide

Thank you for choosing Hope Therapy Center! We know that taking this first step for your child is a big decision, and we’re committed to making your experience positive and supportive. This guide will walk you through exactly what to expect.

Step 1

Getting Started — Scheduling Your Evaluation

We’ve made the scheduling process simple, and our team is here to guide you through every step.

Initial Contact – We welcome both doctor referrals and self-referrals.

  • If your doctor recommended us: Please have your child’s primary care provider fax a referral to 855-889-4129.
  • If you are self-referring: Please be ready to provide your child’s full name, date of birth, insurance information, and email address.

Registration & Paperwork

  • Online Registration: You will promptly receive an online registration form. This secure form allows you to easily complete the necessary registration, medical, and social history information before your visit.
  • Insurance & Payment:
      • Insurance: Please upload a copy of your insurance card via the registration form. Our office staff will verify your benefits and coverage.
      • Self-Pay: You will need to provide a “card on file” for payment processing.
        Good Faith Estimate (GFE): If your initial evaluation requires an out-of-pocket payment, you will receive a Good Faith Estimate (GFE) outlining the cost. This amount will be due at the time of service.

Confirmation

Once all necessary referrals and registration steps are complete, our scheduling department will contact you to set up an evaluation appointment for each service requested. You will receive an appointment confirmation via text 1 day prior and 1 hour prior to your scheduled visit as a friendly reminder.

Step 2

Preparing for Your Child’s Visit

A little preparation goes a long way to ensure a relaxed and efficient check-in!

Complete Pre-registration: To save time at check-in, please complete all pre-registration forms that were electronically sent to you.

Documents to Bring:

  • Photo ID for the parent/guardian.
  • Any relevant medical records (e.g., referral letters, previous test results).
  • Your child’s Medication list (if applicable).

Payments: Please be prepared to pay any co-pays or GFE amounts due at the time of service.

Bring Your Questions: Jot down any questions or concerns you have for the therapist or medical staff. This ensures you get all the answers you need!

Comfort Items: Help your child feel safe and happy by bringing a favorite toy, book, or blanket.

Step 3

Check-in and the Initial Evaluation

We strive to create a calm, welcoming environment for your child’s assessment.

  • Arrival: Please arrive 15 minutes before your scheduled appointment to allow ample time for check-in.
  • Check-in Window: Head straight to the Check In Window. A friendly staff member will greet you and quickly verify your information.
  • Waiting Area: You and your child will be directed to our comfortable waiting area, complete with toys and books to keep little ones engaged.
  • The Evaluation Session: The evaluating therapist will come to the waiting room to welcome your child and ask you any necessary initial questions.
      • Child-Only Session: For the most accurate assessment, we advise that your child attend the evaluation without a parent present. This dedicated time helps the therapist observe and assess the child without distraction and allows them to quickly establish a rapport.

Step 4

After the Visit — Next Steps and Care Plan

This phase is all about getting your child the support they need based on the evaluation findings.

  • Evaluation Results and Report: The full results will be compiled once all testing and sessions are completed. Please allow 2 weeks for a comprehensive report on your child’s testing to be ready.
  • Recommendations: The therapist will verbally share any recommendations with you, which will also be detailed in the report. If ongoing therapy is recommended, a prescription will be sent to your child’s PCP for signature.
  • Payment: Co-pays or outstanding balances for services rendered will be collected at this time.
  • Starting Services/Plan of Care: Once we receive the signed therapy prescription, we will confirm scheduling availability and work with you to set up a regular therapy schedule for your child.
  • Ongoing Monitoring & Support:
      • Scheduling: If any follow-up appointments are necessary, our front desk staff will help you schedule them right away.
      • Questions: If you have questions after your visit, please contact our office during business hours at 479-268-2949.
      • Feedback: We value your input! You may receive a survey asking about your experience, which helps us continuously improve.

Thank you again for trusting Hope Therapy Center with your child’s care. We look forward to partnering with you!