We look forward to meeting your family for the upcoming intake appointment. Here is a nifty guide so you know what you expect moving forward.

Intake Appointment

You will be meeting with Stephanie Broytman, Director of Education via ZOOM.

If the intake appointment includes both the student and their parents, it will last a total of 1.5 hours. For adult students attending alone, the intake will be 1 hour, with an optional parent consultation.

The intake begins with a 45-minute session focused on the student. During this time, we will discuss their learning experiences and have them complete a series of academic tasks that reflect their current challenges. While the intake is not a formal evaluation, we may use select assessment tools to help us better understand the student’s learning style and needs. This session also allows us to connect with the student and begin building a relationship, while helping them understand our role. The student session is followed by a 45-minute parent consultation, during which we’ll share initial observations and discuss the family’s goals for support.

Clinician Match & Scheduling

We will email you the student’s Clinician match usually within 1 week of completing the intake. We will also send you an introductory email connecting you with your child’s Clinician so we can set up the weekly schedule and confirm the start date. On occasion, it will take longer than 1 week to hear back about a match. If that is the case, we will follow up to inform you.

Preparing for the First Session

In-Person Sessions: We recommend coming in about 5 minutes before the start of the session so the student can grab a snack, use the restroom, and get settled in. You can expect the child’s Clinician to greet you and guide the student to the room where they will be working. Please keep in mind that sessions at 50 minutes long. At the end of the session, you can briefly connect with the Clinician about how things went and ask any questions you may have.

Virtual Sessions: Your child’s Clinician will email their video link before the first session. It will be either a Zoom link or a Google Meet invite. We recommend joining about 5 minutes before the start of the session so the student can make sure their audio, video, and wifi are working properly. You can expect the child’s Clinician to greet you and start working directly with the student. Please keep in mind that sessions at 50 minutes long. At the end of the session, you can briefly connect with the Clinician about how things went and ask any questions you may have.

Session Commitment & Cancellation Policy

Your student’s weekly session time is reserved exclusively for them. Because this time is set aside in advance, Clinicians are unable to fill canceled sessions on short notice. Consistent attendance is essential for meaningful progress.

Sessions must be canceled or rescheduled at least 48 hours in advance (excluding weekends and holidays) by a parent or guardian unless the student is an adult. For example, a Monday session must be canceled by Thursday. Sessions canceled with fewer than 48 hours’ notice will be charged at the full regular session rate.

To cancel or reschedule a session, please contact your student’s Clinician directly.

To support consistency, three or more cancellations during the school year—excluding school holidays and illness—may result in forfeiture of the reserved session time.

If a Clinician must cancel a session due to illness or other unforeseen circumstances, we will make every effort to thoughtfully arrange a substitute Clinician to ensure continuity and minimize disruption to your student’s progress.

Progress Reporting

Your Strategies for Learning Clinician will prepare three (3) written progress reports per year, each billed at the clinician’s regular session hourly rate. Families may request additional written reports and/or meetings at any time, which are also billed at the hourly rate.

Before each reporting cycle, your Clinician will send a reminder email. Written progress reports are typically emailed to you within approximately one week of the reporting period. Each progress report reviews the student’s progress toward targeted goals and their overall response to intervention. Reports will include:

• Skills and strategies taught to address areas of focus
• Observable growth and progress over time
• Ongoing or emerging areas of challenge
• Key recommendations to support learning at home and/or school

Progress reporting is an essential part of how we support the student’s growth and learning and a key part of our ongoing collaboration with families. 

FAQ

When will I be billed for the intake?

Per our policies, you will receive an invoice via email by the end of the month. Intakes are billed at $175/hr and approx. 1.5 hours long. ($262.50)

Can you remind me of your fees?

Sessions are billed at $175 per hour for 1x/week sessions and $165/hr for 2x/week sessions. Consultations, progress reports, and communication with other professionals involved in the child’s care will also be billed at the same hourly rate. This includes in-person meetings, phone calls, video calls, or lengthy email communications over 10 minutes. For sessions outside of the clinic, there is an additional $10 travel fee/session.

Kindly note that for families who are doing 4 or more sessions/week or recieveing homeschool support, different hourly rates will apply.

What is your cancellation policy?

Sessions must be canceled a minimum of 48 hours in advance, excluding weekends/holidays, by the parent, not the student. Sessions that are canceled with less than a full 48 hours’ notice will be charged at the regular session rate. If you need to cancel or reschedule a session, please contact the student’s Clinician directly.

How much communication should I expect from my child’s Clinicians?

The Clinician will reach out to you if they have any brief updates, concerns, or positive feedback to report. If a longer parent meeting is needed, they will reach out to schedule one. Note that lengthy communication (over 10 minutes) is billed at the Clinician’s hourly rate. You can schedule a parent consultation or meeting at any time by emailing your Clinician directly and requesting a meeting.

Can I observe the sessions?

Because the addition of a family member into a child’s session can affect the student’s performance and ability to build rapport with the Clinician, we do not permit regular parent observations. If you would like to observe the session, please email your Clinician in advance.

Can I lose my weekly time slot?

Three or more session cancellations during the school year, apart from illness, family emergency, and designated or religious holidays, may result in forfeiture of the session day/time reserved for your student.

When will I get my Invoice?

Invoices are emailed at the end of each month and are due by the 15th of the month. Payments can be made using our secure online portal. A late fee of $45.00 will be applied to invoices on the 16th of the month. If payments are not received by the 20th of each month, sessions will be paused immediately until payment has been received in full.

*Please review the policies and procedures section of the intake forms for our full list of policies.