Beginner Guide
Starting Therapy: How to Find, Apply, and Get Set Up
New to therapy? This guide walks you through referrals, insurance and funding, finding providers, managing waitlists, and what to expect at the first session—so you can get support in place sooner.
Quick overview
- Get a referral (if your insurance requires one). Primary care or pediatrician can write referrals for OT, PT, speech.
- Verify coverage: call your plan and ask about benefits for “Outpatient Occupational Therapy (OT)”—copays, deductibles, visit limits, and prior authorization.
- Choose a path: Early Intervention (birth–3), school services (IEP/504), and/or private clinics. Many families use more than one.
- Contact providers: ask about evaluation dates, waitlists, in‑network status, and whether they support your goals (feeding, handwriting, regulation, etc.).
- Prepare documents: diagnosis paperwork (if any), prior evaluations, teacher notes, IEP/504, referral, and insurance card.
Where to start (by age & setting)
Birth–3: Early Intervention (EI)
Contact your state’s Early Intervention program for evaluation and services in natural settings (home/daycare). Services are needs‑based and may be free or low‑cost depending on your state.
Search “Early Intervention + your state”. Ask about timelines and eligibility.
School‑age: School services
Request an evaluation for an IEP (special education) or a 504 plan (accommodations). School OT focuses on access and participation at school.
Put requests in writing to the principal or special education office.
Any age: Private clinics
Private OT can target home/community goals (feeding, sensory regulation, handwriting, ADLs). Check in‑network status, copays, and waitlists. Telehealth may be available.
You can use private therapy alongside EI or school services.
Insurance & funding basics
Call your plan
- Ask about benefits for Outpatient Occupational Therapy (OT).
- Check copay, deductible, visit limits, and prior authorization rules.
- Confirm whether you need a referral from your PCP.
In‑network vs out‑of‑network
In‑network usually means lower cost; out‑of‑network might be allowed with higher cost or not at all. Ask clinics to verify before your evaluation.
Other funding
State waivers, grants, HSAs/FSAs, and charity programs can help. Ask clinics if they have payment plans or sliding scales.
How to find providers
- Ask your pediatrician/PCP for local OT clinics and whether a referral is needed.
- Search your insurance directory for in‑network clinics—use the “Rehab/OT” or “Therapy” category.
- Check specialty fit (feeding, sensory regulation, handwriting, fine motor, self‑care, AAC support).
- Call 3–5 clinics and ask for evaluation dates, waitlist length, and which ages they serve.
- Request a copy of your evaluation for your records and school team.
Waitlists: what to do now
- Ask to be on a cancellation list and how they contact families (text/phone/email).
- See if the clinic can provide home ideas while you wait—many share a short starter plan.
- Consider a telehealth evaluation or a different location if available.
- Use our Sensory Diet App to try safe, beginner routines and track what helps; bring notes to the eval.
What the first visit looks like
- Intake: history, strengths, concerns, goals—bring prior reports and school notes.
- Assessment & observation: play‑based activities and standardized measures as needed.
- Feedback: plan recommendations, frequency, and home ideas.
- Scheduling & paperwork: consent forms, policies, and insurance authorization.
You can ask for copies of evaluations and a written plan of care.
Check off tasks as you go. Your progress is saved on this device.
Referrals & appointments
Insurance & paperwork
Public services
Provider search & waitlists
At‑home start kit (optional)
Questions to ask
About the clinic
- Do you see children with similar goals/needs?
- How long is the wait for an eval and for ongoing therapy?
- Do you offer parent coaching or home programming?
About coverage
- Are you in‑network with my plan?
- Can you help verify benefits and prior auth?
- What is the cash rate if insurance doesn’t cover?
About sessions
- How do you include family in sessions?
- How will we track progress toward goals?
- What should we practice at home between visits?
Templates & scripts
Email to a clinic
Subject: New OT patient inquiry Hello [Clinic Name], I’m looking for an occupational therapy evaluation for my child, age [X]. Our goals include [e.g., sensory regulation for transitions, feeding, handwriting]. Can you share your current wait time for an evaluation and ongoing therapy? We have [Insurance Plan]; do you accept it? Is a referral required? Thanks, [Your Name] [Your Phone]
School eval request
Subject: Evaluation Request for [Student Name] Dear [Principal/Special Education Coordinator], I’m requesting a multidisciplinary evaluation for my child, [Name], in order to determine eligibility for services or accommodations. Areas of concern include [e.g., regulation, fine motor for writing, classroom participation]. Please confirm next steps and timelines. Sincerely, [Your Name]
Call script (insurance)
Hi, I’m calling to verify benefits for Outpatient Occupational Therapy. Member ID: [###]. What is my copay? Deductible? Visit limit? Do I need prior authorization or a referral? Can you note this call and provide a reference number?