Terms and Conditions

Adapted Fitness Sessions

1. A single session lasts for 50 minutes. Sessions may be carried out in clients’ homes, schools, or within the community (e.g. a trip to the park or community fitness center).
2. Double sessions are one hour and forty minutes in length. Half sessions last 25 minutes.
3. Sessions may be used for assessment, observation, or fitness according to the client’s wishes and the Adapted Fitness Trainer’s judgement of what would be beneficial.

Adapted Fitness Session Fees

1. Single sessions are charged at the rate outlined in the signed Service Agreement. Time spent planning and preparing before sessions and writing up notes after sessions is included in this price.
2. Every 3 months of ongoing Fitness Sessions will include one session for assessment, goal creating, and program modification with the client. This session will be equal to the length of a typical client session and will be billed at the same rate.

Fees are subject to annual increases to reflect the cost of living. Existing clients will be given 6 weeks’ notice of any changes in fees. Fee changes do not affect sessions which have already been invoiced.

Group Fitness Sessions, Adapted Sports Classes, Outdoor Programming Classes

1. Sessions are billed individually and are calculated according to the number of classes per session.
2. Sessions may be used for assessment, observation, or game play according to the coach’s judgement of what would be beneficial.

Group Fitness Sessions, Adapted Sports Classes, Outdoor Programming Class Fees

1. Sessions are charged at the rate outlined in the signed Service Agreement and listed on the course descriptions.
2. Sessions are paid for in full and are not prorated for any missed classes that are due to a participant not attending.
3. Service Provider will make all reasonable attempts to provide classes at all scheduled times. If the Service Provider cancels a class, the class may be rescheduled. Parent or Guardian of Client will be notified as soon as possible of any need for cancellation and the reschedule date. Clients will not be billed for any sessions that are cancelled by AM and not rescheduled by the Coach.
4. Fees are subject to annual increases to reflect the cost of living. Existing clients will be given 4 weeks notice of any changes in fees. Fee changes do not affect sessions which have already been invoiced.

Payment

1. Invoices will be provided to the financially responsible party listed on the Service Agreement at the end of each calendar month for Adapted Fitness Sessions and at the start of sessions for Group Fitness Sessions, Adapted Sports Classes, Outdoor Programming Classes.
2. Payment for invoices is required within 30 days of the date of the invoice.
3. Payment is accepted by cash, check, credit card, or bank transfer. Bank transfers and credit card payments may be made through our secure payment portal and must use the invoice number as the reference for the payment. The secure payment portal is accessible through the “Pay Now” link in the emailed invoice.
4. Check payments may be made via US Mail to: Abilities Movement, Inc., Fairport Village Landing, #332, Fairport, NY 14450. Please note that this is a mailing address, not an office location.
5. If payment is to be made through a Self-Directed Plan or other funding source (grant, scholarship, gift), the Client must inform Abilities Movement in writing with the complete contact information (agency, name, mailing address, email address, phone number) for billing, prior to the start of services.
6. The client and parent/guardian will be responsible to assure there are funds approved/available in the Self-Directed Plan or other funding source budget for services. The client and parent/guardian will be required to pay for services directly if the funding source payment is refused for any reason or if payment is more than 8 weeks late.
7. All invoice, payment, and receipt email correspondence with a funding source (Self-Direction Fiscal Intermediary, grant, scholarship, gift) will include a copy sent to the client-provided client email address.

Non-Payment

Failure to settle invoices within the timescales detailed above will result in the following process:

1. The bill-payer will be contacted with a friendly telephone call to remind him/her that payment is due. At this time payment is expected or a payment plan that is agreed upon by both the Client and the provider will be created, signed, and implemented.
2. If payment or an agreed-upon payment plan is not received within 7 days of the date of this phone call, a letter will be sent to the bill-payer reminding him/her that payment is due, indicating a debt collector will be involved if payment is not received within 7 days of the date of the letter. Sessions will be stopped as of the date of this letter.
3. If payment is not received within 7 days of the date of the letter, then the non-payment will be referred to a debt collection service.
4. Abilities Movement encourages all Clients to reach out to us to make a payment plan if there is a challenge in paying.

Adapted Fitness Session Cancellations

1. Cancellation by the Trainer:
   1. Service Provider will make all reasonable attempts to provide services at all scheduled times. If the Service Provider cancels an appointment, the session can be rescheduled at a date and time which is convenient for the client and the service provider. Parent or Guardian of Client will be notified as soon as possible of any need for Service Provider to cancel. Clients will not be billed for any sessions that are cancelled and not rescheduled by the provider.
2. Cancellation by the client before the day of the appointment:
   1. Client and Parent/Guardian agree to give 24 hours-notice of the need to cancel a scheduled performance of services. Any cancellation should be made at least 24 hours in advance unless it is an emergency or a session will be charged to the client. It shall be the decision of AM (on a case-by-case basis) to charge for “no shows” (no formal advance notice), for Clients who constantly cancel without notice or who are repeatedly late for appointments
   2. There shall be no charge for the first no-show or late cancellation by the client of a scheduled service in a six-month period. There will be an allowance of one unpaid, cancelled, scheduled service per six months of each calendar year. Any additional late cancel/missed appointment during that six-month period will be billed directly to the client for the fee for the missed session. These missed sessions will be paid by the Client and may not be billed through Self-Direction. The Client will have 30 days to pay the bill for missed appointments.
   3. Clients are responsible for all payments that are not covered by a funding source due to no-show or late cancelation.
   4. Client scheduled session days and times cannot be held for Clients on extended vacation. Clients who schedule time off from services lasting longer than two calendar weeks may lose their standing appointment and may have to be placed on a waiting list to begin services again
   5. Clients arriving late will receive the remaining scheduled session time unless other arrangements have been previously made with the Service Provider. The session will be billed at the rate equal to the scheduled session.
   6. The following constitutes failure to attend an appointment:
      1. The Service Provider arrives at the client’s home for an appointment, but the client is not at home or will not participate.
      2. The Service Provider attends a session in a community session and the client does not attend.
   7. Cancellation by the Trainer
      1. Service Provider will make all reasonable attempts to provide services at all scheduled times. If the Service Provider cancels an appointment, the session can be rescheduled at a date and time which is convenient for the client and the service provider. Parent or Guardian of Client will be notified as soon as possible of any need for Service Provider to cancel. Clients will not be billed for any
   8. Holidays – Services will not be provided on the following federal holidays:
      1. New Year’s Day (January 1), Memorial Day (Last Monday in May), Independence Day (July 4), Labor Day (First Monday in September), Thanksgiving Day and the day after (Fourth
         Thursday and Friday in November), Christmas Day (December 25).

Incidents/Accidents/Safety

1. Abilities Movement makes every effort to assure the safety of Clients. Parents/Guardians will be notified of any incidents or accidents which may occur and will be provided with a copy of the AM incident report completed relative to the situation.
2. Clients agree to follow all guidelines for health and safety, including Covid avoidance protocols, which will change according to guidance from local health authorities.

Communication

1. Clients will update AM with any changes to mail, email, phone numbers, or financially responsible contact information
2. Clients agree to follow all guidelines for health and safety, including Covid avoidance protocols, which will change according to guidance from local health authorities.

Modification of Terms of Service

1. Any amendment or modification of these Terms and Conditions will only be binding if evidenced in writing signed by each Party or an authorized representative of each Party.
2. I have read and agree to the terms presented in the Terms and Conditions document, dated 3/1/2023: