CLINIC PATIENT GUIDELINES & PROCEDURES Due to COVID-19 we have had to implement new policies as required by the Ministry of Health and our regulatory bodies to help keep everyone safe. We have stringent cleaning and disinfection policies and procedures in place, daily staff screening and policies to maintain physical distancing for staff and practice members alike. Please familiarize yourself with these changes prior to your appointment.
We love to hear from you and see you, but no walk-in appointments will be accepted at this time. All patients will be screened appropriately on the phone or via email at the time of scheduling your appointment.
Upon arrival, there will be limited seating in the waiting room to respect physical distancing requirements. You may come in as usual and sit in an appropriately marked chair. Should you arrive and there is not adequate seating please return to the parking lot. Please call 613.389.5331 from a cell phone to inform us that you are here. Alternatively you can text your specific provider and let them know that you are here. We will let you know when it is safe to enter the clinic. If you get the voicemail, please leave us a message and we will return your call or text you as soon as it is safe to enter the clinic.
Please limit the number of items brought into the clinic to essential items.
We will be bringing you in to our treatment rooms after the screening. If you are sick in any way, please let us know 24 hours in advance and stay home. We will gladly reschedule your appointment.
Patients will be required to review the COVID-19 screening questions and verify they answer NO to all questions prior to entering the treatment area. If the answer to any question is YES, then practice members cannot come to the clinic for a minimum of 14 days.
Patients will abide by physical distancing (keep a minimum distance of 2 meters from others) while in the clinic except for when a specific treatment is applied.
Only patients with a scheduled appointment will be allowed access to the clinic. If someone has accompanied them, they will need to wait outside of the clinic. Patients with small children may bring them in if there are no other options but children will not be allowed to stay in the waiting room.
Patients will be required to use hand sanitizer on all areas of hands and wrists before being moved to the treatment area.
Masks or face coverings are mandatory. Patients will wear a mask (home-made or other) into the clinic and leave it on while at the clinic unless they have been instructed to remove your mask. Should patients forget their mask, masks will be available for $2.00 per mask at the clinic. Patients under 2 are not required to wear a mask.
We will be trying to minimize any contact. Email receipts, using tap type payment, e-transfers and payments by credit card prior to the appointment and minimal use of forms will be our preference.
If patients need to cough or sneeze at any point, they are to direct it into a tissue or their sleeve at the elbow. They will then be required to sanitize again.
Unless it is an absolute emergency, we ask patients not to use our washroom facilities. If you have used the washroom, please advise us so we can clean it.
Please arrive 15 minutes early to complete your initial visit paperwork, unless you have downloaded the appropriate forms from the forms section in advance from the website and completed them prior to your first appointment. We kindly ask to bring the completed forms with you to your initial visit and arrive about 5 minutes early.
We respectfully request that you give a full 24 hours notice if you must cancel an appointment. This is to provide an opportunity for other patients and clients to book during that time slot. We reserve the right to charge for missed or cancelled appointments without sufficient notice.
Most extended health care plans cover chiropractic, registered massage therapy, acupuncture, custom foot orthotics and registered kinesiology. If you have a dental plan, there is a good possibility that you have coverage for most of the services offered at KWFC. Please check your individual policy for more information.
All policies differ in coverage amounts and certain policies require a physician prescription prior to your massage therapy or kinesiology treatment to be eligible to claim the amount back through your policy.
Your insurance provider may request a deductible to be paid to them prior to treatment. All plans vary in coverage for example, if 80% of your Massage Therapy treatment is covered by your Insurance Provider, then you will be required to pay 20%. Please be aware of your personal insurance plan and its requirements as they may change.
Payment for services is expected at the time of each visit and receipts/statements will be issued upon request.
Many extended health care insurance companies are now allowing you to register for online claim submissions. Your reimbursement for services may only be a click away, and many provide you reimbursement by direct deposit in a matter of days.
For your convenience, we have provided links to common insurance companies registration for online claims submission. We have also provided some other common insurance company standard paper claim forms in the form section. You can print the appropriate form, fill it out and submit it to your provider for the appropriate refund.
We bill Blue Cross for Veterans Affairs members and Canadian Forces with approved treatment, WSIB and your auto insurer directly for treatment related to automobile accident claims.
We have attached separate forms and information in the forms section to read through and complete where necessary, if your accident is WSIB related or due to a motor vehicle accident prior to your first appointment.
We may require additional information and may contact you by phone or email prior to your initial visit.
Important Coverage Information
We direct bill to your auto insurance plan. We are registered FSCO service provides, and this enables us to direct bill you auto insurance plan for motor vehicle accident approved treatment.
If you do not have any extended health care (EHC) benefits which cover your treatment, and your treatment plan is approved, we will directly bill the auto accident insurance company on your behalf.
In Ontario, if you have EHC benefits that cover some or all of your treatment related to your motor vehicle accident claim, the auto insurance company requires that your claim be billed through your EHC plan first. you would pay the clinic directly for services, and submit for reimbursement to your EHC provider, until your ECH benefits have been used up to the fiscal or calendar year. Please bring us in a copy of your EHC benefits statement showing that you have maximized your benefits for the calendar or fiscal year, as we need to send a copy to the auto insurance company.
Any remaining balances for service are submitted to your auto insurer and will be direct billed on our behalf.
We bill directly to WSIB for you.
WSIB provides coverage for chiropractic, registered massage therapy and registered kinesiology for workers injured on the job.
Once all of the forms have been submitted to WSIB by both the injured worker and the health care professional, there is often a period of waiting for the claim to be approved by WSIB.
Your options for treatment during this time, can be to wait to start treatment until the claim has been approved. As this will delay your recovery, we often recommend that you pay for your treatment yourself and start care right away. Once the claim has been approved, we will refund you your out of pocket expense and bill WSIB directly for treatment, reports and form completion as required. (Please note, you cannot submit the out of pocket expenses to your EHC provider unless your WSIB claim is denied as it would constitute double billing.)
Please complete the WSIB forms, found in the forms sections and bring the information to your first appointment. If you don’t have a printer, please review the required information and bring the information with you in order to complete the forms at KWFC.
If WSIB give you any forms for us to complete on your behalf, such as a FAF (functional abilities form) please bring the paperwork to KWFC. This information is only sent to you, as the injured worker, claimant, not to the clinic, as we are considered a third party. Your co-operation is appreciated.