Intake Process and Payment Information

To begin pediatric services:

  1. Please call (440) 285-0775 and let us know that you are seeking services for your child. Please note that we must speak with the parent or legal guardian to initiate services.

  2. When you call, front office staff will collect some basic information:

    • your child’s name, age, date of birth, and other relevant information (e.g., referral source, school, evaluation and therapy history, diagnoses)

    • your name and contact information

    • main concerns about your child’s speech and language development

    • insurance carrier and other third-party payer information

    • days and times your child is available for evaluation and/or therapy

  3. The information you provide will then be reviewed by Nancy Theofrastous, WRSLP Owner and Clinical Supervisor. She will either call you to collect more information or use the information collected during the phone intake to match your child to one of WRSLP’s licensed and certified Speech-Language Pathologists. Our office staff will contact you to set up the first appointment and discuss options for additional appointments.

  4. Once a first appointment is scheduled, we will mail registration and case history forms to the parent or guardian who contacted our office. Parents/guardians complete the forms at home and bring them to the first appointment. We also ask that you bring any recent reports about your child to your first visit (e.g., ETR, IEP, hearing assessment, neuropsychological evaluation).

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Paying for our services:

JPSN:

WRSLP is a Jon Peterson Special Needs (JPSN) Scholarship Provider. For more information about this funding available through the Ohio Department of Education, please visit their information page by clicking here.

Insurance Networks:

WRSLP is an in-network provider for the following carriers:

  • Aetna

  • Anthem

  • CareSource (Medicaid, not Marketplace)

  • Cleveland Clinic Employee Health Plan

  • Medicaid

  • Medical Mutual

  • University Hospitals Employee Health Plan

Please read the section at the bottom of this page to see what information you need to gather from your insurance carrier so that you won’t be surprised by any out-of-pocket expenses.

Self-Pay:

If neither JPSN nor health insurance will cover speech and language services for your child, refer to the fee schedule (page 2 of the Registration Form you receive in the mail before your first appointment) or call our office to ask about the cost of our services. “Self-pay” families are responsible for the full cost of each service.

 

Insurance Tips:

We HIGHLY recommend that you contact your insurance carrier BEFORE you come to your first appointment.

Information to gather:

  • Diagnoses and services your carrier covers: Not all speech and language evaluation and therapy services are covered by all carriers. Some carriers, for example, do not cover delays and disorders they consider to be “developmental.” If staff at WRSLP provided you with a “suspected diagnosis” code (also called an “ICD-10 code”) during your intake call, provide that code to the insurance representative. Also, provide any “session codes” (also called “CPT codes”) WRSLP staff gave to you. If your child’s diagnosis is not covered by your carrier, you are considered “self-pay” and will be expected to pay the full amount for each visit.

  • Whether WRSLP is an in-network provider for your insurance carrier: WRSLP is an in-network provider for many insurance carriers. Ask us about your insurance carrier, and we will let you know if we are in-network. If we are not in-network, your insurance coverage will be less, ranging from a lower reimbursement rate to no coverage at all.

  • Start date for your policy year: Most, but not all, policies renew on January 1 of each year.

  • Your annual deductible and how much of it has been used: If your deductible has not been met, your insurance company will not pay us and you will be responsible for all payments until your deductible is met.

  • How many visits your carrier allows each policy year: The number of visits allowed varies greatly. Some carriers cover as few as ten sessions per year while others cover sixty or more. Some do not cover any speech and language therapy office visits.

  • Amount of your co-pay: Co-pays vary greatly. Some families have no co-pay, while others pay a percentage of each session fee or a flat amount per session.

Our office will call your insurance company as a courtesy to you. However, we cannot be held responsible if your insurance company gives us incorrect information. Policy information your insurance carrier gives us by phone does not constitute approval for services. Formal approval or denial is given when the carrier reviews claims that we submit and then sends an explanation of benefits (EOB) to us.

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