FAQs

I'd like to learn more about your agency. Where can I find additional information?

Our website www.ushealthcareservices.org is a great place to start, but one of our team members would also be glad to take your call at 610.365.2437.

I am interested in these opportunities, but unsure if I am ready to complete the on-boarding process at this time. Can I "apply" without submitting all of the documentation at this time?

Absolutely. Please let us know of your interest by clicking on this form and someone from our team can reach out to you to further discuss these opportunities and the on-boarding process.

How does the K-12 referral process work?

Once you have on-boarded, we utilize a proprietary map-based referral placement system that allows us to provide you with opportunities within a reasonable proximity from your location. Each referral is sent out with student initials, age and/or grade, school, type of service needed, location, service frequency and duration, and the rate being offered. Referrals for services typically get placed very quickly, so we do ask that you respond to each referral request as soon as you are able to, whether or not you are able to accept the referral. We are aware that everyone's schedules and availability may change at any given moment, so we would prefer to send each opportunity that becomes available in your area and understand if you need to turn down multiple referrals. We would prefer to have your answer and if we don't hear from you, we are likely to reach out multiple times unless or until the referral is placed since it is our goal to arrange services for every student who needs them.

If/when you receive a referral that meets your needs, you would let us know that you are interested/available and we would work to secure that opportunity for you. Although we should have all necessary documentation on file for you to have you approved for services through the school that is contracting for the services, we will follow up with you if any further information is needed. You must have a current and usable email address (we recommend neutral/professional email addresses) and phone number on file with us to secure a referral to ensure that we, and the school, can reach you regarding your services. Once we secure the referral for you, the school will add the student to your caseload and send the student's documents and contact information. At that time, we will also send you the school's paperwork requirements for your review.

How is scheduling arranged?

Once you have been approved for services by the school and have received the student's documents and contact information, you should reach out to the family immediately to make contact, introduce yourself, and attempt to schedule services. It is preferred that a consistent day/time be offered for ongoing services and extenuating circumstances contrary to this would need to be documented. Most of the schools that we work with provide related services in the student's home (with a parent/guardian present); however, some schools will require that services take place in a neutral, community-based location (such as a local public library or community center). If the latter is required, it will be specified in the referral and the family would be expected to travel approximately 15 minutes to meet you for services, so you can arrange for a meeting location that splits the commute time between you and the family. You are expected to reach out to the family within 24 hours of receiving the student's paperwork. Once you have arranged your first session, you must email that information to us.

What happens if I cannot reach the family?

Occasionally the school provides incomplete or inaccurate contact information, which is why it is critical that you attempt contact within 24 hours of receiving the referral. If that happens, we ask that you let us know as soon as possible so that we can follow up with the school for correct and/or additional information. Each school provides its own communication log, or method to track communication attempts, which is outlined in the paperwork requirements that are sent to you. Once you accept a referral you are considered the provider of record and are legally bound by the student's IEP to offer services. Because of this, it is vital to track your communication attempts (i.e., date, time, method - phone/text/email, and any action) so that there is proof that services are being offered. Furthermore, if you reach out to the family at least four times on different days/times and have not received a return call from the student's family, the school will need proof of your attempts to begin the discharge process and have the student removed from services. Please be certain to track your attempts and let us know if you are having any difficulties.

What type of paperwork will I be required to complete and am I reimbursed for this indirect service?

Each school has its own paperwork requirements and that information will be sent to you at the time you secure your first referral through that school. Essentially, the paperwork (and/or online logs) will consist of an attendance log and a summary of services and must be signed by the parent. Mileage to/from the services from your previous and next service location must also be recorded. At this time, our direct service rates include reimbursement for mileage based on an agency algorithm (i.e., our rates for online services provide a reduced reimbursement rate). As a self-employed independent contractor, you are always welcome and encouraged to discuss mileage deductions with your tax accountant. Your daily session logs and notes are also considered an integral and necessary component of your direct services and are included in the standard direct services reimbursement rate that is offered with each referral.

In addition to the standard therapy paperwork, quarterly therapy progress reports are required by each of the schools. At this time, most, but not all, of the schools reimburse at a flat fee, which you will be notified of at the time the progress report is requested. Occasionally the student's academic team will request your input for the student's annual IEP meeting. Your input is highly valued and is mandatory; as such, it will reimbursed at a separate flat rate fee. Your attendance at the student's IEP meeting to discuss the student's therapy progress is also strongly encouraged and will also be separately reimbursed with proper documentation.

Are there days that I cannot provide services?

Yes, there are days that services cannot be provided. Generally speaking, services must be provided Monday - Friday between the hours of 8 a.m. and 6 p.m.; specific written permission must be obtained for any extenuating circumstances that would result in services outside these parameters.

Each of the schools also has its own school calendar that identifies observed holidays and school breaks, over which services cannot be held. Please review the calendar for your school(s) for those dates. We do send out reminders as those dates approach, but you should review the school's calendar in advance and be aware of their service restrictions prior to scheduling services.

If I need to reschedule a therapy session, can that be made up?

Yes, sessions missed due a therapist's cancellation must be made up. Sessions missed due to a family's cancellation can be made up as long as a late-cancel/no-show fee was not invoiced. Make-up sessions can be completed by either adding a session, increasing a session length, or both. Rates do not automatically increase exponentially for increased session lengths (e.g., a 30-minute session normally reimbursed at $50 does NOT equate to $100 for a 60-minute session that included make-up time); please contact the K-12 team and/or the billing department for rates specific to your circumstances prior to submitting your invoice. If you are going to be out for an extended period of time (e.g., maternity leave, family or medical issues, travel, etc.) please contact our office as soon as you are aware so that we can begin working on finding temporary (or permanent, if needed) coverage for your student(s).

How am I paid for services?

Our independent contractors are paid monthly by check. At the end of each month, each provider must submit an invoice for services to our Billing Department at Billing@ushealthcareservices.org. At the time your invoice is submitted, all related paperwork requirements for each student/school must be properly completed and submitted. Invoices are processed upon receipt and will be paid within 7-10 days of receiving complete and accurate documentation. All invoices must be submitted by the 5th of the following month.

Online Services and Platforms

Although most services are offered in a face-to-face format in the home or community, we do receive requests for online, or virtual, therapy services. With the exception of PT services, almost any therapy, behavioral or academic services can be provided online via a virtual, web-based platform. If this is something that you are interested in and/or have experience with, please let us know and we will be glad to send you those opportunities as well. The platform we currently use is Blackboard Collaborate, but some of our schools have proprietary platforms that must be used for some of their services.