Appointments can be scheduled directly through the online booking system at times that work best for you. Families are welcome to schedule sessions as needed or establish a more regular routine based on their goals and preferences (there is no minimum requirement to scheduling).

The fastest way to contact Castle Floortime is currently through the client portal messaging feature and email. Due to my current professional and educational commitments outside of Castle Floortime, there may be times when I am unable to respond to phone calls as quickly as I would like. Thank you for your patience and understanding.

Communication outside of scheduled sessions is intended for administrative matters such as scheduling, billing, and sharing agreed-upon resources. Castle Floortime does not provide crisis support or on-demand coaching between sessions.

Life happens, and flexibility is important. If you need to cancel or reschedule an appointment, please provide at least 24 hours' notice. Cancellations made with less than 24 hours' notice and missed appointments will be subject to the full session fee, except in the case of emergencies or extenuating circumstances, which will be considered on a case-by-case basis. Rescheduled appointments with less than 24 hours’ notice may be subject to a late rescheduling fee.

At this time, Castle Floortime accepts payment primarily through private pay. Castle Floortime may accept waiver and grant funding when eligibility criteria and funding requirements have been approved. To support accessibility, a limited number of sliding scale appointments are available each month on a case-by-case basis. Interested individuals should contact Castle Floortime administration to discuss eligibility and availability.

Payment is due on the day of the service unless other arrangements have been made in advance. Castle Floortime accepts approved forms of electronic payment through the client portal. The card on file will be charged on the day of the service to ensure a secure, streamlined payment process, reduce administrative tasks, and allow sessions to remain focused on your goals rather than billing matters.

Each session includes reserved time, preparation, and personalized support tailored to your needs. For this reason, refunds are generally not available once a session has been completed. If you have concerns about the services received, open communication is encouraged so that we can address concerns and determine the most appropriate next steps.

Client information and documentation are securely maintained through SimplePractice, a HIPAA-compliant platform that also provides our secure virtual meeting services. Families can use the client portal to complete forms, manage appointments, access invoices, and participate in virtual sessions, helping to keep communication and information organized and protected.

Your privacy is important. Information shared through coaching and consultation services will be treated with respect and discretion and maintained in accordance with applicable laws and ethical guidelines. However, because these services are educational and consultative rather than healthcare services, they are not psychotherapy and may not be subject to the same legal confidentiality protections. Information may be disclosed if required by law or with your written permission.

To support continuity and quality of services, brief records are maintained for coaching, mentorship, and consultation sessions. Documentation may include session dates, topics discussed, goals, recommendations, and relevant communications. These records are securely stored through our HIPAA-compliant platform.

Documentation maintained for coaching, mentorship, and consultation services is not considered a clinical treatment record. Exceptions may apply when services are provided under a separate business contract that requires clinical documentation or record keeping under applicable laws and regulations. Additional details regarding documentation and record retention are available in the Client Portal.

Castle Floortime's Parent Coaching and Professional Mentorship services are educational and consultative in nature. These services are designed to provide information, guidance, support, and professional development and do not constitute medical care, supervision, psychotherapy, mental health treatment, behavioral therapy, crisis intervention, or other healthcare services.

Business Collaboration services may include educational and consultative support and, in certain circumstances, may involve clinical consultation or other professional services provided under separate contractual agreements and in accordance with all applicable laws, regulations, licensing requirements, and organizational policies. Any clinical services provided through Business Collaboration will be clearly defined in a written contract prior to the initiation of services.

Clients are encouraged to continue following the recommendations of their physicians, therapists, and other licensed professionals and to seek appropriate medical or mental health care whenever concerns arise.