Service Agreement

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Terms and Conditions

1. Introduction

This Service Agreement ("Agreement") is entered into by and between Knospe-Lerncenter GmbH ("Provider") and the undersigned beneficiary (or their legal guardian, hereafter "Beneficiary"), collectively referred to as "Parties." This Agreement outlines the terms and conditions under which the Provider offers Applied Behavior Analysis (ABA), Occupational Therapy (OT), and Speech-Language Pathology (SLP) services. Our services are provided in clinics (Lerncenters), homes, schools, and other community settings.

2. Scope of Services

The Provider offers a range of specialized services:

2.1 Applied Behavior Analysis (ABA) Services:

  • Comprehensive behavioral assessments, including functional behavior assessments (FBAs).
  • Development of personalized ABA treatment plans.
  • Implementation of evidence-based ABA interventions.
  • Parent and caregiver training for skill reinforcement.
  • Regular progress monitoring and reporting.
  • Coordination with OT, SLP, and other professionals for holistic care.

2.2 Occupational Therapy (OT) Services:

  • Detailed evaluations of motor skills, sensory processing, and daily living activities.
  • Individualized intervention plans aimed at skill development.
  • Training in the use of adaptive techniques and equipment.
  • Collaborative efforts with ABA therapists, SLPs, families, and educators.

2.3 Speech-Language Pathology (SLP) Services:

  • Assessments to identify language and communication challenges.
  • Therapy addressing speech, language, voice, fluency, and social communication.
  • Support with Augmentative and Alternative Communication (AAC) systems.
  • Interdisciplinary collaboration for comprehensive developmental support.

2.4 General Provisions:

  • Adherence to professional standards and compliance with regulatory guidelines.
  • Services provided with cultural and linguistic sensitivity.
  • Commitment to continuous improvement and evidence-based practices.
3. Beneficiary Eligibility and Enrollment

Eligibility for our services is assessed based on a range of criteria, including each individual's developmental needs and the availability of funding. The enrollment process commences with an initial consultation, followed by the completion of essential documentation and comprehensive assessments. This leads to an agreement on financial arrangements tailored to each beneficiarie's circumstances.

Beneficiaries receive detailed information on how their personal and health data will be managed, ensuring full compliance with GDPR, HIPAA, and other pertinent data protection regulations. This transparency is pivotal in building trust and ensuring confidentiality.

Subsequently, a regular review process is undertaken to monitor the beneficiary’s progress and continued eligibility for our services. This involves a periodic reassessment of their needs, allowing for any necessary adjustments to their treatment plans, as well as verification of funding to guarantee uninterrupted service provision.

4. Informed Consent and Rights of the Beneficiary

Informed consent is fundamental to our services. The Provider ensures that beneficiaries or their legal guardians are thoroughly informed about the services we offer. This includes a comprehensive understanding of the nature, purpose, benefits, and potential risks involved.

Recognizing that informed consent is a dynamic process, the Provider commits to keeping beneficiaries (or their legal guardians) regularly updated on any significant changes in the treatment plan. Consent for these changes will be actively sought to ensure continued alignment with the beneficiary's needs and preferences.

Beneficiaries are entitled to be treated with respect and dignity and can expect complete confidentiality and high-quality care without discrimination. They have the right to access their personal records, withdraw consent at any time, and raise concerns or complaints. The Provider is dedicated to addressing any such issues promptly and equitably, ensuring that the beneficiaries' rights and well-being are always at the forefront of our service.

5. Confidentiality and Data Protection

Provider adheres to the standards set forth by the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA), ensuring the highest level of data protection and privacy. Personal data collected will be processed for the purpose of providing health care services, managing our relationship with beneficiaries, and complying with legal obligations. Data will not be used for any other purpose without the beneficiary’s explicit consent.

The Provider employs robust security measures to protect beneficiary data against unauthorized access, alteration, disclosure, or destruction. These measures include, but are not limited to, encryption, access control, and secure storage systems. Staff members are trained on data protection and confidentiality protocols and are required to respect the privacy and confidentiality of beneficiary information.

Beneficiary data will be retained only for as long as necessary for the purposes set out in this Agreement and in accordance with applicable legal and ethical record retention requirements.

Beneficiaries have the right to access, rectify, or erase their data and can object to its processing.

6. Payment Terms and Financial Policies

Fee schedules are based on the beneficiary's funding source. The Provider regularly submits invoices to these sources, detailing services, dates, and total amounts due. Payments are typically due within 30 days of invoicing. Electronic billing is employed as the standard method to enhance efficiency and support environmental responsibility.

The Provider assists beneficiaries in understanding and utilizing insurance or governmental benefits. Where feasible, direct billing to the funding source is implemented. The Provider accommodates various payment methods, including bank transfers and credit/debit cards, to facilitate ease of payment.

In instances where the funding source does not remit payment due to actions or failures to act on the part of the beneficiary, the beneficiary will be liable for these payments. It is essential for beneficiaries to adhere to the requirements and conditions of their funding sources to avoid such situations.

If payments are overdue, a late payment fee may be applied. Beneficiaries will receive reminders for any overdue payments, and consistent non-payment might result in a temporary suspension of services. In the case of overpayment or billing errors, the Provider offers refunds or account credits. Additionally, fees for cancelled services are managed according to the established cancellation policy.

Acknowledging that financial situations can vary greatly among individuals, the Provider is committed to providing flexible financial solutions. Beneficiaries experiencing financial hardship are encouraged to apply for reduced fees or payment plans, subject to the Provider's review and approval. Each application is considered carefully to accommodate the beneficiary's circumstances while ensuring the sustainability of services.

7. Scheduling, Attendance, and Cancellation Policy

Beneficiaries can schedule appointments through various channels, including phone and in-person. Beneficiaries are encouraged to arrive on time to utilize the full session duration. Late arrivals will result in the session still ending at the scheduled time. For appointments involving minors, the designated guardian should arrive at least 15 minutes early for updates.

A minimum of 24 hours' notice is required for cancellations or rescheduling. Notifications should be made through the booking channels.

Cancellation Fees: Late cancellations (less than 24 hours' notice) may incur a fee, except in emergencies, illness, or as prohibited by funders.

No-Shows: Failure to attend a scheduled appointment without prior notice may result in a fee and reassessment of the beneficiary’s commitment to treatment.

The Provider may cancel appointments due to unforeseen circumstances, such as staff illness or emergencies. Beneficiaries will be notified as soon as possible in the event of a Provider cancellation, with efforts made to reschedule at the earliest convenience. Rescheduling is subject to staff and resource availability, with the Provider accommodating requests to the best of their ability.

8. Telehealth Services Policy

The Provider offers telehealth services using Google Workspace, ensuring compliance with GDPR, HIPAA, and enhanced security features. Beneficiaries are responsible for ensuring appropriate technology and a conducive environment for telehealth sessions. The Provider assesses each beneficiarie's suitability for telehealth services and provides necessary technical assistance and guidance.

9. In-Home and Off-Site Services Policy

Beneficiaries are responsible for ensuring a safe environment for service delivery. For minor beneficiaries, a responsible adult must be during the entire duration of each home-based session. Siblings, other household members, and pets should not disrupt the session unless their participation is part of the treatment plan.

Providers will respect the beneficiarie’s space, limiting their presence to areas designated for therapy, and are responsible for their materials and equipment. Providers will be trained in basic emergency response procedures appropriate for in-home and off-site settings.

Explicit consent from the beneficiary or legal guardian is required if providers are required to transport beneficiaries or provide services off-site at locations other than Knospe-Lerncenter, homes, or schools.

10. Inclement Weather and Emergency Procedures

The Provider monitors local weather forecasts and advisories to make informed decisions regarding service adjustments. Beneficiaries will be notified of any service cancellations or modifications via phone, email, or text message, ideally at least 2 hours before the scheduled service time.

Emergency situations include, but are not limited to, natural disasters, power outages, and public health emergencies. The Provider follows a pre-established emergency plan, which includes detailed evacuation and communication protocols. Staff members receive regular training to effectively respond to emergency situations, ensuring beneficiary safety.

In cases where in-person services are not feasible, telehealth services may be offered as an alternative, subject to beneficiary consent and suitability. The Provider will make efforts to reschedule any cancelled sessions as soon as it is safe and practical to do so.

11. Mandated Reporting and Legal Compliance

As healthcare providers, staff members are mandated to report any suspicion of abuse or neglect to the appropriate authorities and document all relevant details. Regular training is provided to staff on recognizing signs of abuse and legal reporting requirements. This policy adheres to laws and regulations related to healthcare services, including privacy and data protection, while upholding the highest ethical standards.

12. Professional Boundaries and Gift Policy

This policy ensures professional boundaries are maintained between staff and beneficiaries. Acceptance of gifts is limited to small tokens of nominal value to avoid influencing the therapeutic relationship. The policy prohibits dual relationships—where the staff member has a personal, financial, or other relationship with a beneficiary outside of the therapeutic context—and advises caution in post-termination relationships. Staff receive regular training on professional boundaries and are supported in managing challenging situations.

13. Beneficiary Responsibilities and Cooperation

Beneficiaries are responsible for actively participating in their treatment, providing accurate, complete, and timely information, as well as adhering to scheduled appointments and financial obligations. Cooperation with the treatment plan, including treatment compliance, is essential for effective therapy. They should ensure a safe environment for in-home services and respect the privacy and confidentiality of shared information during sessions, particularly in group therapy settings or community-based programs.

14. Grievances and Complaint Resolution

Beneficiaries may address grievances initially with the relevant tutor or consultant. Unresolved issues can be escalated to the Lerncenter Director or Management, who will offer a solution within 1–10 working days. If internal measures are insufficient, external channels such as professional organizations, funding sources, public institutions, and legal counsel can be contacted. The Provider values feedback and sees complaints as opportunities for service improvement. All grievances and outcomes are documented for internal quality improvement. Submitting complaints will not disadvantage beneficiaries or their guardians. Complaints are seen as valuable feedback.

15. Amendments, Termination, and Discontinuation of Services

Amendments to the service agreement must be agreed upon in writing by both parties. Beneficiaries or the Provider may terminate the agreement, with the Provider providing written notice for termination. In the event of planned discontinuation of services, the Provider will assist with transition planning and hand over necessary documentation. Dispute resolution related to termination will follow the outlined grievance procedures.

16. Miscellaneous Provisions

16.1 Governing Law

The service agreement and all interactions between the Provider and the beneficiary shall be governed by the laws of Germany. Any disputes arising from this agreement shall be resolved under the jurisdiction of the German legal system.

16.2 Severability

If any provision of this agreement is found to be invalid or unenforceable, the remaining provisions will continue to be valid and enforceable. The invalid or unenforceable provision shall be modified to the extent necessary to make it valid and enforceable while preserving its intent.

16.3 Agreement Completeness

This agreement constitutes the entire agreement between the Provider and the beneficiary regarding the provision of ABA, OT, and SLP services and supersedes all prior agreements and understandings, whether written or oral.

16.4 Amendment

Any amendments or modifications to this agreement must be made in writing and signed by both parties.

16.5 Non-Waiver

Failure by either party to enforce any provision of this agreement at any time shall not be construed as a waiver of that provision or any other provision.

16.6 Indemnification

The beneficiary agrees to indemnify and hold harmless the Provider from any claims, damages, or expenses arising from the beneficiary’s breach of this agreement or negligence.

16.7 Force Majeure

Neither party will be liable for failure to perform its obligations if such failure is due to events beyond its reasonable control, including but not limited to natural disaster or civil disturbances.

16.8 Notices

Any notices required or permitted by this agreement shall be in writing and delivered by hand, mailed, or sent by electronic communication to the addresses provided by each party.

16.9 Dispute Resolution

In the event of a dispute, the parties agree to first attempt to resolve the issue through mediation. If mediation is unsuccessful, arbitration may be sought as an alternative to litigation.

17. Signatures and Acknowledgment

This agreement is entered into and agreed upon by the undersigned parties, who affirm that they have read, understood, and accepted the terms and conditions herein.

Clear Signature
Beneficiary or Legal Guardian

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