Last Update: September 2025
Thank you for viewing the Terms and Conditions page for this service. It is essential that you read through this page thoroughly before making your referral. By using this service you have acknowledged the following:
Referral System
The service can not accept referrals via e-mail or telephone, please follow the Referral System as highlighted below.
All self referrers must complete a Self Referral Form.
The website will automatically re-direct you to Calendly where you are welcome to book in a free 15 minute Welcome Phone Call and speak directly with the Therapist.
The service has standardised assessments for children from the age of 5 to 12 years. Referrals outside of this range will be considered on an individual basis.
Occupational Therapy for children covers a wide range of specialist areas. Please read through the information on this website to check this is the right service for you.
An alternative Occupational Therapy service may be found by searching the Independent Register:
Independent Register for Occupational Therapists
Smart Paediatrics Occupational Therapy reserves the right to decline a referral for a number of reasons. The service may also terminate therapy at any point due to non-compliance with the terms and conditions.
Occupational Therapy Fees
The service provides simple and transparent fees.
Occupational Therapy Assessment
The cost of a comprehensive Occupational Therapy assessment and report is £675.
This is broken down into two payments and due at the following points of the assessment process:
- £295 is due when booking in your ‘Initial Consultation’ appointment.
- £380 is due when booking in your ‘Assessment Day’ appointment.
The ‘School Visit’ is included within the above fees and is scheduled in once the ‘Assessment Day’ appointment has been confirmed.
Travel time and mileage is included to school locations within 50 miles of the Therapy Room. After this travel is calculated at £1 per mile within the ‘out-of-area’ location as a return trip.
Please allow up to one month to receive your Occupational Therapy report.
This starts once all the assessment sessions have been completed and all forms have been received.
If a report is required before a certain date, this needs to be clearly communicated on the self-referral form and agreed first with the service.
All outstanding fees must be settled to release the report.
Occupational Therapy Sessions
- A set of 5 Occupational Therapy Sessions including Progress Reports: £375.
Travel time and mileage is included for Occupational Therapy Sessions within 10 miles of the Therapy Room. After this travel is calculated at £1 per mile within the ‘out-of-area’ location as a return trip.
Upfront payment is required to secure the Therapist’s time in the diary.
Additional Fees
Additional fees is when the service completes work which is not included within the assessment and session fees.
This may include, but not limited to:
- Time to make resources.
- E-mails to other organisations.
- Liaising with other professionals.
- Referral letters sent recorded delivery.
- Telephone conversations.
- Admin Time: £60 per hour.
- Optional Review via Telephone/Zoom (up to 40 minutes): £60.
- Face-to-Face Time in Meetings: £120 per hour plus travel.
Rescheduling Appointments and Cancellations
If you are unable to make your session, you are able to do the following 24 hours before your appointment:
- If you’ve booked via Calendly, you are able to reschedule through the email notification you received.
- If the appointment was booked by the Therapist, you must contact the service directly to re-schedule.
A ‘Late Cancellation’ is defined as a cancellation on the day of your appointment. In exceptional circumstances (for example, a sudden sickness, a snow day or unexpected event) the service will allow this to be rescheduled one more time.
A ‘No-Show’ is defined as an appointment which is booked, but failure to notify the service of potential absence. In this instance, the full session fee is forfeited with no offer of re-scheduling the appointment.
If the student presents unwell for the appointment, this will result in the session being cancelled and the fee is forfeited.
Sessions cancelled by the school, which is by no fault of the Therapist, are still chargeable in full (including travel fees) to the funder of the service.
If a session is cancelled by the service, you will receive one session credit to use within the current school year.
Discharge Policy
Service users are automatically discharged if no further appointments or contact has been made in the space of three months and a re-referral would be required.
After one calendar year, the student will be required to complete a full assessment again.
Professional Information
The Occupational Therapist is registered with The Royal College of Occupational Therapists (RCOT) and the Health and Care Professions Council (HCPC). This ensures that all practice adheres to a professional standards and follows the Codes of Practice. The service may be called for audit by HCPC and therefore keeps up-to-date documentation which is ready for inspection.
The service is insured through AON which is provided via The Royal College of Occupational Therapists. Additional cover through Payment Shield allows sessions to be conducted at the Therapy Room.
The Occupational Therapist has an enhanced DBS certificate and is registered on the yearly update service.
Continuing Professional Development
To maintain professional standards as an Occupational Therapist, it is an requirement to allocate time to complete CPD. This may be through courses, webinars or events. The service will notify of any upcoming CPD which may impact on regular sessions.
Data Protection
All sessions will require informed consent from parents and students. All data relating to an individual is treated in strict confidence and consent will be sought with third party disclosure.
The Occupational Therapist has up-to-date training in Record Keeping and GDPR. Smart Paediatrics Occupational Therapy is registered with ICO (Information Commissioner’s Office).
Documentation is stored on a secure password protected online system called Qunote which is recommended through the Royal College of Occupational Therapists. This may contain a mixture of typed notes, scanned documents and photographs. Paper copies of notes will be shredded once the information has been uploaded to Qunote.
The service does not publish any personal information onto social media sites.
Risk Assessments
The service has up-to-date Risk Assessment training and documentation to ensure a safe practice for everyone involved. These are reviewed as required.
Compliments and Complaints
All compliments are gratefully received as well as suggestions for improvements to the service.
If you are unhappy with any aspect of the service you have received, contact Smart Paediatrics Occupational Therapy in the first instant. All complaints will be dealt with and an offer of resolution will be given.
