FAQ

Find The Answers

GENERAL QUESTIONS

How do I get started?

1. Contact us for an appointment to review your case.

2. Complete our client intake forms online.

3. Schedule an evaluation.

4. Parents attend the Post-Evaluation feedback meeting.

5. Obtain a prescription for OT from your physician.

6. Start your intervention of choice.

Why use Mighty Minds and Muscles?

We’re a small, boutique clinic that offers truly personalized care. We take the time to get to know your child and family, focusing on quality, not quantity.

This approach provides a meaningful progress. Our therapists are highly trained, experienced, curious, and committed lifelong learners.

How do I know if my child needs OT?

If your child struggles with everyday tasks, emotional regulation, motor skills,

or seems to be behind their peers developmentally, OT may help. We’ll always be honest. If therapy isn’t needed, we’ll tell you. Early support can make a big difference.

REIMBURSEMENT

Will my insurance company reimburse me for services?

MMM is an out-of-network provider for all insurances. Each insurance company and each plan is different. Some insurance policies will cover up to 100% (after a deductible) while other provide no coverage. On average many of clients receive 60-70% coverage. Due to a shortage of our type of services in the area, some insurance companies will honor our services as In-Network under an agreed upon Gap-Exception. Call your insurance to inquire about the details. We request that you call your insurance company BEFORE commencing services to determine your level of benefit.

Will M.M.M. submit my insurance claims?

No, MMM is an out-of-nework provider that does not directly submit claims. However, we will provide you with thorough invoices that state all necessary I.D. numbers and billing codes so that you can easily submit your insurance claim via your insurance company’s claim submission system. We will also guide you on how to submit claims if you are not familiar with the process. In the event that your insurance company needs additional documentation to support your reimbursement, we are happy to provide you with additional documentation.

FREQUENCY

How often do we need to come for OT?

At MMM, our approach is grounded in neurodevelopment and exercise science. While not required, we recommend OT at least twice a week to give the brain and body the consistent input needed for meaningful progress. Research shows that frequency and intensity drive real change, which is why some intensive programs—like the Tomatis® Method and Cellfield Intervention—start with daily sessions. We understand therapy is an investment, so please contact us to discuss a schedule that works best for your family.

SENSORY SPACE DESIGN

Can you help us design a sensory space?

Absolutely! We love creating sensory-friendly spaces for homes and schools. With extensive experience in sensory processing, clinic design, and school environments, we blend therapeutic expertise with thoughtful design. While not a licensed interior designer, Padra Smith, MS, OTR/L, SIPT, has formal interior design training and professional organizing experience. Contact padra@mightymindsandmuscles.com to discuss your sensory space needs.

TRAINING & CONSULTING

Can you come train our teachers?

Yes, MMM offers workshops for teachers and parents, as well as in-school consultations and ongoing visits to support your community.

Can you work with homeschoolers?

Yes, MMM therapists can provide traditional OT (related) services to homeschoolers through private pay or through NYC DOE RSA Independent Contractor Agreements. These services may take place in our clinic space or in your home depending on schedules and locations.

Do you provide services in private and/or public schools?

Yes, we can support your child at their school, as schedules and logistic allow, through private funding or NYC DOE services (on a limited basis).

COSTS

How much are your services?

Each intervention OT (Academic Coaching, Tomatis® Method, Cellfield, etc.) has a different fee schedule. Our costs are based on how long you are in session, how intensively you do therapy, which intervention method is being used, your commitments to our programs. We are very competitively priced for the area. In fact with many insurance companies we are generally significantly below the reasonable and customary rate for our office zip code.

Will any Insurance Cover OT?

Many of our families receive reimbursement for our O.T. services (self-filed) but every insurance company is different. Please consult your insurance company for review of your benefits.

Will my insurance reimburse sound-based Listening Programs?

Tomatis Method and Cellfield sessions that are done at home, without the support of an O.T. are not reimbursable. However, when the Tomatis® Method or Cellfield Interventions are done as part of clinic-based O.T. intervention with a licensed O.T., those sessions can be submitted for potential insurance reimbursement (based on your personal insurance benefits and policies). Home-based interventions that are not part of formal O.T. sessions with direct support of a licensed Occupational Therapist are not reimbursable by medical insurance. Request our Fee Schedule.

What is your cancellation policy?

No-Show: You will be responsible for 100% of the session price.

Same day cancellation (after midnight): You will be responsible for 100%

of the session price.

Cancellation w/in 24 hours: Client responsible for 50% of the session price.

Late fee: $25/session > 30 days from original delivery of invoice.

Absent for three sessions w/o proper notice: We retain the right to give away your scheduled time.

Please Note: There is a 3% convenience fee for all credit card payments.

FINANCIAL RESOURCES

What other financial resources are available to me through the DOE, State or Federal Programs?

State and federal programs are available for qualified services to children of all ages. Please check with your state programs in accordance with your child’s age and disability.

0-3 years of age: Early Intervention will cover services for children 0-3 years of age, when the development delay is appropriately identified, significant and documented. Contact your state’s E.I. program for details.

New York: 311 or https://www.health.ny.gov/community/infants_children/early_intervention/

New Jersey: http://www.nj.gov/health/fhs/eis/

5-21 years of age: In accordance to the I.D.E.A. Law, all children are entitled to a free and appropriate education. The Department of Education is responsible for covering qualified, education-based services for children when a development delay is appropriately identified, significant and documented. Contact your city’s special education program for details.

NYC DOE:

http://schools.nyc.gov/Academics/SpecialEducation/default.htm

http://schools.nyc.gov/NR/rdonlyres/8BF37972-114D-404E-98D2-F1ACC6C3ADC4/0/CSEandCPSEContacts.pdf

3-5 years old (the process):

http://schools.nyc.gov/NR/rdonlyres/29B3C56E-59CD-4AF5-AFDA-370E95FE9BBA/0/CPSEProcessEnglish.pdf

5-21 years of age (the process): http://schools.nyc.gov/Academics/SpecialEducation/IEPprocess/MakingReferral/default.htm

TREATMENT CODES

Standard Diagnosis Codes - 45 Minute Treatment Sessions:

Usually 1 of each code per session, as each represents fifteen minutes of intervention.