Terms & Conditions

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Last updated: Feb, 2025

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These terms and conditions are written in plain English, avoiding legal jargon and unnecessary formalities. If anything is unclear, please contact us—your feedback will help us clarify these terms for everyone. We appreciate your help in making this document better, as your questions likely reflect what others are wondering too.

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Pricing:

In-person or Online Face to Face therapy sessions with child

30 min face to face session (25 mins +5): €50 +VAT

45 min face to face session (35 mins +10): €75+VAT

60 min face to face session (45 mins +15): €100+VAT

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Online parent coaching or check in meetings (half-rate)

(These sessions differ as they are talking about the therapy rather than offering therapeutic support directly)

30 min parent coaching online session: €25+VAT

45 min parent coaching online session: €37.50+VAT

60 min parent coaching online session: €50+VAT

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Online sessions with child or parent:

While I strongly prefer face-to-face work with children, I understand this isn't always possible. I'm committed to supporting you wherever you are—please discuss with me if you feel online sessions would meet your needs.

Working directly with children online can be challenging, as some are too young, active, or easily distracted. We can attempt online sessions (with adult supervision nearby), but if this proves unsuitable, I can coach you, the parent, on delivering beneficial activities for your child's progress through our parent coaching model.

Given that many of my clients have ADHD, traditional desk-based therapy can be challenging and may become an unenjoyable power struggle. However, I'm open to online sessions for specific, focused work like handwriting practice—especially with support from an adult who knows the child well.

For Reflex integration work, I'm happy to guide parents to support their children. Depending on individual context these sessions may be charged as full or half rate sessions.

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Session Timing and Communication:

Each session includes direct time with the child plus administrative time for recording session notes and planning future activities. For example, a 60-minute session consists of 45 minutes with the child and 15 minutes for administration. I aim to provide an informal handover to parents after most sessions—either in person, by phone, or via WhatsApp messaging. During handovers, I may discuss your child's progress, suggest home practice activities, share helpful techniques, and/or offer recommendations. Please feel free to contact me anytime with updates or concerns you'd like to share.

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Communications Waiver:

Please sign the communications waiver if you're comfortable with me taking photos and videos during sessions to share examples with you. The waiver details which types of photos and videos might be beneficial to record. Signing the waiver is optional. More explanation is available in the waiver document for you. 

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Local Travel:

Travel to homes and schools within 6km of Zehlendorf S-Bahn station in Berlin is included in the session cost at no extra charge. This covers most of Zehlendorf, Clayallee, Steglitz, Kleinmachnow, Wannsee, Dahlem, Stahnsdorf, and other areas in southern Berlin.

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I typically do not accept clients outside this range (e.g. Berlin Zone A), due to the excessive costs and time of travel. If you particularly wish for a session I can try to match your session at a time when I am already in the area to avoid additional costs for you. I don't want you to feel uncertain about costs so it will be discussed in advance if I feel there might need to be a charge. 

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Travel is charged by my time rather than distance at half the session rate (€0.84 per minute). As an example, typically a trip into Berlin Zone A would take 1 hour outside of rush hour so would cost an additional €50 each way.

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Resources for Therapy:

Most resources I use during therapy sessions are included in the price. If I recommend a specific tool or resource that would incur an additional cost, I will discuss this with you and get your agreement beforehand. There are no hidden costs.

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Payment:

Payments are requested within 10 days of you receiving your invoice. They can be made via secure stripe payments, PayPal, cash or bank transfer. 

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Qualifications, Registration, and Insurance Coverage:

I am registered as an Occupational Therapist with insurance coverage for the UK, Europe, and several other countries globally. Please note that I cannot work with residents of the USA or Canada.

You can verify my professional registration on the Health Care Professions Council (UK) website by searching for my name (Zoe Brewer): https://www.hcpc-uk.org/

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Regarding German insurance coverage: As I am not registered as an "Ergotherapeutin" in Germany, you cannot claim reimbursement through German state health insurance (TK, AOK, etc.).

 

Private insurance reimbursement may be possible, but you'll need:

• A doctor's referral

• Confirmation that YOUR insurance policy covers Occupational Therapy.

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Please note that I cannot communicate directly with insurance companies or process claims on your behalf. You are responsible for paying for services on time, regardless of your insurance coverage status.

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Complaints:

I hope you are satisfied with the quality of my work and service. If you are ever disappointed with my services, please reach out to me directly so we can identify and resolve any concerns together. As I work with families and children, our working relationship is very important to me.

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Cancellations Policy and Sickness guidelines:

Please provide at least 24 hours' notice if you need to cancel a session due to family commitments, public holidays or other reasons. For same-day situations, especially regarding illness, please message me via WhatsApp (I don't check emails while I'm with clients). I understand that children's illnesses can be unpredictable - simply let me know as soon as possible. I try to be reasonable and fair for all.

If you're unsure about your child's wellness:

• Contact me via WhatsApp to discuss options

  • For older children, we may proceed with masks if they're well enough for school

  • During holiday periods, we'll be extra cautious to protect everyone's travel plans

Important notes:

• Please inform me of your school holiday schedules, as they vary across Berlin

• You can cancel directly through the system or if short notice via WhatsApp please

• If I receive no communication at least 4 hours before the session (or before I leave for morning sessions), a charge will apply.

I aim to be flexible and understanding, especially regarding children's health. Let's maintain open communication to ensure the best experience for everyone involved.

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Standardised Assessments & Observational Assessments:

If an assessment is required, we'll discuss the most appropriate style and tools, along with any associated charges, before beginning. Options may include a standardised assessment (BOT-2), a shorter observation-based assessment, Beery Visual Motor Integration (VMI) Assessment, The REAL Assessment of functional skills, Handwriting without Tears (The Print Tool) etc. Feedback can be verbal summary or a formal written report. Please note that all written reports and letters incur additional charges.

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School, Psychiatrists, Psychologist, Counsellor or other team meetings etc:

I am available to attend meetings to share my observations and professional opinions online.

If resources are required to be created before or after the meeting, or a leading role is necessary, I will charge a full rate because of the amount of planning that is required.

If my presence is as a part-contributor to the meeting or more as a verbal progress update then I will charge half rate as the preparation time will be minimal.  

If I am requested to attend in person it will be full rate. 

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I can also consult with psychiatrists and other practitioners by phone. Brief calls (under 10 minutes) are free of charge. Longer consultations are billed at the online session rate. Please confirm with the other party whether they expect a brief check-in or a longer discussion—most meaningful professional exchanges require about 30 minutes. If less time is needed, I'll adjust the charge made accordingly.

When you request that I communicate with other professionals about your child, you agree to be billed for the consultation time. I always strive to keep these discussions focused and efficient to respect your time and budget.

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If you have any questions about these terms and conditions, please don't hesitate to contact me.

Warm regards,

Zoë Brewer Bsc (Hons) Occupational Therapy, MRCOT