HETRA Participant Paperwork

Welcome!


Dear Parents, Participants or Caregivers,

 

Thank you for choosing HETRA.  We look forward to working with you!  Please read through all the information in this letter thoroughly.  It contains very important information regarding registration of your Participant and participation in the HETRA program.

 

We are very excited about everything we have accomplished over the past few years!  In order to keep the program affordable to all of the participants, HETRA continually hosts fundraising events and activities and looks for grants and foundations to help support our program.   HETRA continues to be committed to provide services to our Participant regardless of their financial situation or ability to pay.  With this commitment though, we need help from all of our HETRA families to assist with our fundraising efforts throughout the year.

 

We are very proud of our dedicated and motivated parents, guardians and Participants and all that you do for the HETRA organization.  You are a very important part of our Team!!!!  We are looking forward to embarking on another adventure with you. 

 

Thank You!

 

Edye Godden

 

Edye Godden, OTR/L

Executive Director

www.HETRA.org

Edye@HETRA.org

402-359-8830

Participant Handbook

1.  Getting Started

First please complete all paperwork included in this package.  Then either mail (HETRA, 10130 S. 222nd Street, Gretna, NE 68028) or fax (866) 577-4598) your completed paperwork in to HETRA.  Once your paperwork has been received & processed you will be contacted to set up a time for an evaluation with one of our therapists (new Participants) or to schedule your riding time (returning Participants).  If you are a returning Participant your reevaluation, if needed, will be completed during your first riding session.  All new Participants need to schedule an evaluation time.  There will be a $30.00 registration fee for all Participants.  Evaluation fees are $60 for Therapeutic Riding/Driving Participants and $90 for Hippotherapy Participants (see billing information for more details on fees).

2.  Programs

      HETRA offers Therapeutic Riding, Therapeutic Driving, and Hippotherapy Programs.  There is a description of each program below.  At the time of your Participant evaluation one of our therapists will discuss each program with you and make a recommendation as to which program is most appropriate for the Participant.  Riding time:  If there are 2 or fewer riders, the riding session will be 30 minutes.  If there are 3 participants, the riding session will be 45 minutes.  This allows time for mounting and dismounting.  It is up to the instructors’ discretion to decrease the length of a session for any reason including the following:  Participant fatiguing, Participant medical problems, Participant complaining of discomfort, Participant being unbalanced, Participant behavior problems, horse fatiguing or other horse related problems.  If a horse problem occurs we will attempt to complete your session time, if possible, on another horse.  Instructors will attempt to evaluate each individual Participants needs and continue the session if possible.  **** We would highly encourage all parents to attend a volunteer training.  Because our program relies heavily on volunteers there is always the chance that we may have volunteer no-shows or cancellations.  It is very helpful to the HETRA staff to know that we have trained parents able to step in for absent volunteers, this will also enable your Participant to continue with their mounted session as planned.   If there are not enough volunteers, or horses available to conduct a safe riding lesson a ground/grooming lesson may be offered in place of the riding session. 

Therapeutic Riding Program: Therapeutic Riding Participants are scheduled to ride once a week for either 30 or 45 minutes.   Therapeutic Riding Participants must be at least 4 years old.  Participants are eligible to ride more that once a week if there are available time slots.  All therapeutic riding Participants are instructed or supervised by PATH, Intl. certified riding instructors.  These are typically group sessions with one instructor teaching 2 to 3 Participants. Goals for this program focus on horsemanship skills and leisure activities.  Participants are screened by a therapist and their programs are periodically reviewed by the therapist for changes.   At least once every 12 weeks your participant will participate in an unmounted ground activity.  This will be designed to challenge and increase your participant’s knowledge about horses & horse care.  

Hippotherapy:  Participants in this program will participate 1-3 times per week with the time frame and number of times per week being recommended by the therapist, physician and family.  Hippotherapy Participants must be at least 2 years old.  A licensed OT, PT, PTA, or COTA will conduct all sessions.  Goals for this program focus on functional ability.  This program is basically an outpatient OT or PT session with the horse being utilized as one of the treatment tools within this session. 

Carriage Driving Program:  Participants will participate one time per week for 30 minutes.  These will be individual sessions instructed by a PATH, Intl. certified driving instructor.  Participants are evaluated and periodically reviewed by one of our therapists.

3.  Participant Dismissal & Discharge Policy

It is at the discretion of HETRA’s Staff to accept or remove a Participant from the program. The results of a risk/benefit analysis will also be considered. Participants who do not adhere to the rules and procedures or meet the guidelines for eligibility are subject to dismissal or discharge. Possible grounds for dismissal may include, but are not limited to: conduct endangering another Participant or staff or the horse, conduct endangering themselves, consistent failure to follow safety procedures with respect to the horses & facility, a gain in weight above the HETRA maximum levels, frequent cancellations or no shows.   The development of a contraindicated condition or the deterioration of a condition to the point horseback riding is no longer beneficial or could be harmful to the participant or where safety for the Participant or others has become a concern.

Participants at HETRA shall have no history of inappropriate behavior with fire or any tendencies or history of abuse or violence directed toward other people or animals. HETRA reserves the right to deny services to any individual based upon concerns for the applicant’s safety and/or the safety of the horses, volunteers, staff, facility, or for other reasons in accordance with PATH, Intl. operating center guidelines.

No Participant will be dismissed without an opportunity to discuss the reasons with supervisory staff.  The Participant may at any time, for whatever reason, decide to sever the Participant relationship with HETRA. Notice of such a decision should be communicated as soon as possible.

 

4.  Weight Limitations for All Participants

Maximum weights are listed below, but decisions regarding participation will be based on the availability of a suitable horse related to the height, weight, cognition and balance of the participant.  The maximum weight for participants cannot exceed 220 pounds. The weight limit may be lower as determined by available equines and the ability of staff and volunteers to safely support the participant at the time services are requested.  HETRA staff will evaluate the participant’s weight and physical abilities to determine if riding is a safe and appropriate activity based on available equine, staff and volunteers.  

·         220 lbs. for a well-balanced centered Participant not requiring sidewalkers.

·         180 lbs. for an unbalanced Participant needing sidewalker assistance.

·         Each horse has individual weight limitations based upon the horses height, weight, age and physical and medical condition.

* Not all horses can manage the maximum weights listed above.

* Weights are checked once every 12 weeks using the HETRA scales with participant wearing the appropriate riding gear.

5.  Scheduling of a weekly riding time for new Participants 

Once the initial evaluation is completed we will make a program recommendation for your Participant and then see if we have a current opening in the HETRA schedule that are suitable to meet your Participants needs.  If an opening does not currently exist, then we will put your Participant on a waiting list and you will be notified as soon as an opening becomes available.  Riding sessions are typically offered late afternoon to evening on weekdays and mid-day on the weekends. 

6.  Billing:  **HETRA does not bill insurance or Medicaid**

Evaluations- Evaluations are performed by one of the HETRA therapists for all new Participants entering the program.  Therapeutic Riding and Therapeutic Driving evaluation fees are $60.00.  Hippotherapy evaluation fees are $90, and $60 for a re-evaluation. 

Therapeutic Riding & Driving Sessions - $35 per ride/drive, $420 for one 12-week course, a 10% early payment deduction is available if full payment is made by the due date posted on the bill.  Therapeutic riding/driving is billed at the beginning of each 12-week course, and is due by the due date on the bill. 

Payment Plan Options:

1.     Two Payment Plan – 50% of the invoice due at the payment due date.  The other 50% due 30 days after the payment due date.

2.     Monthly Payment Plan – 3 Payments can be made on the date that works best for you in the amount of $140.00. 

3.     Weekly Payment Plan – Payments can also be made weekly on the day of the week that works best for you. 

* In order to set up any of the above payment plans HETRA must have a credit card on file to process these payments automatically

Hippotherapy- $30 for each 15-minute session, $60 for a 20-minute session, and $90 for a 45-minute session.  All Hippotherapy sessions will be billed on a bi-weekly basis and payment is due by the due date posted on the bill.  A 10% early payment deduction is available if full payment is made by the due date on the bill. 

Registration Fees- All Participants will be billed an annual $30.00 registration fee which helps HETRA cover insurance and other office fees. 

Dropping off of a Course – If the Participant needs to drop out of a Course without finishing the 12 weeks, a $50 fee will be assessed unless it is medically necessary.

Any Participant (in any program) with an outstanding balance from the previous course will not be allowed to participate until the balance on the account has been paid, payment arrangements have been made or scholarship application completed.   All Participant fees that are past due by 30+days or are not paid according to the previous payment arrangements, will be assessed a minimum of $20.00 charge per month to cover administrative expenses on the balance.

7.  Cancellations

If  HETRA should cancel a riding session (due to weather or instructor illness, etc.):

  • Therapeutic riding, & Carriage Driving Participants your fees will be credited toward the next 12 week course, or these sessions can be made up if horse, instructor and riding times are available.
  • Hippotherapy Participants you will not be billed for HETRA cancellations. 

You will be notified by phone, email and/or text message for weather cancellations.   

If you cancel a riding sessionTherapeutic Riding & Therapeutic Driving Participants this session will not be refunded, but can be made up.  You are allowed a maximum of 2 make up sessions per 12 week course and these must be made up during that course or the course immediately following the cancelled sessions.  Hippotherapy Participants – if 72 hours’ notice has been given there will be no charge for your cancellation.  If less than 72 hours’ notice is given there will be a $15 cancellation fee.  Each participant will receive one free late notice cancellation per course.  There will be no charge for participants that have a doctor’s note for their cancellation. If a participant does not show up and no notice is given there will be a $25 no show fee charged.    

         Participant tardiness:  Any time a Participant is late their session time will be decreased accordingly in order for the schedule to remain intact.  If a Participant is 15 or more minutes late for a session they will NOT be allowed to ride for that session.  We will do our best to provide other activities for the Participant to participate in while at the barn such as grooming.

          HETRA running late:  Any time the HETRA program is running late (as we will at times) we will do our best to get back on schedule however, we will offer the Participants their full session time. 

8. Make-Up Lessons

Make up times are available on a first come, first serve basis.  Contact the HETRA office if you are interested in scheduling a makeup lesson for your participant. 

Therapeutic Riding & Therapeutic Driving:  Only Participant cancelled sessions are eligible to be made up.   If a Participant is a no-show (no previous notice given), this session will not be eligible to be made up. 
Hippotherapy:  Please contact the office to schedule make up sessions.  Hippotherapy make ups will be billed to Participant. 

10.  Attire

No open toe shoes, sandals or clog type shoes.  No slick (jogging type) pants.  And we would prefer that your Participant wore pants instead of shorts as the saddle can get very uncomfortable with direct skin contact.

11.  Children

We ask that children under the age of 12 be monitored and in direct vision of the adult at all times while at the facility.  Please review the barn rules with your children prior to arriving at the barn.

12.  Dogs and other Animals

Dogs and other animals are not permitted at the barn.  The exception to this rule is service animals.  Please let your instructor know if you will be bringing a service animal to the session with you

13.  Questions

Please direct questions to your Participant’s instructor.  All Instructor & Therapist phone numbers are listed on the HETRA website.  If you do not get a satisfactory answer to your question, please feel free to contact the office at 402-359-8830. 

Thanks so much for your interest in our program, we look forward to working with you this year.  If you have any questions or concerns, please contact the office at 402-359-8830.







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In the event emergency medical aid/treatment is required due to illness or injury during the process of receiving services, or while being on the property of the agency, I authorize Heartland Equine Therapeutic Riding Academy to:

1. Secure and retain medical treatment and transportation if needed.

2. Release participant records upon request to the authorized individual or agency involved in the medical emergency treatment.

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HETRA Payment Policies

If you have any questions about HETRA’s fees or billing please contact Erin Bevington at (402) 359-8830 or Erin@HETRA.org.  To help HETRA save on postage, we send all invoices via email.  If you do not have an email or would prefer to receive your billing via regular mail, please let us know. 

Fees: **HETRA does not bill insurance or Medicaid**

Evaluations- Evaluations are performed by one of the HETRA therapists for all new Participants entering the program.  Therapeutic Riding and Therapeutic Driving evaluation fees are $60.00.  Hippotherapy evaluation fees are $90, and $60 for a re-evaluation. 

Therapeutic Riding & Driving Sessions - $35 per ride/drive, $420 for one 12-week course, a 10% early payment deduction is available if full payment is made by the due date posted on the bill.  Therapeutic riding/driving is billed at the beginning of each 12 week course, and is due by the due date on the bill. 

Payment Plan Options:

1.     Two Payment Plan – 50% of the invoice due at the payment due date.  The other 50% due 30 days after the payment due date.

2.     Monthly Payment Plan – 3 Payments can be made on the date that works best for you in the amount of $140.00. 

3.     Weekly Payment Plan – Payments can also be made weekly on the day of the week that works best for you. 

* In order to set up any of the payment plans HETRA must have a credit card on file to process these payments automatically

Hippotherapy- $30 for each 15-minute session, $60 for a 30-minute session, and $90 for a 45-minute session.  All hippotherapy sessions will be billed on a bi-weekly basis and payment is due by the due date posted on the bill.  A 10% early payment deduction is available if full payment is made by the due date on the bill. 

Registration Fees- All Participants will be billed an annual $30.00 registration fee which helps HETRA cover insurance and other office fees. 

Scholarships-  Scholarships and outside funding is available for all Participants in any program.  We can provide you with a list of outside funding sources that have been very supportive of HETRA families.  We ask that you investigate these options prior to applying for a HETRA scholarship.  HETRA Scholarships are based on your annual income with consideration made to your current family situation.  We also offer a discounted services program which is based on how many hours you volunteer for HETRA or how much you help raise in donations.  If you need to request a scholarship, outside funding sources or discounted services form please contact Erin Bevington at (402) 359-8830 or Erin@HETRA.org.   

Dropping off of a Course – If the Participant needs to drop out of a Course without finishing the 12 weeks, a $50 fee will be assessed unless it is medically necessary.

Cancellations - If  HETRA should cancel a riding session (due to weather or instructor illness, etc.):

  • Therapeutic riding, & Carriage Driving Participants your fees will be credited toward the next 12 week course.
  • Hippotherapy Participants you will not be billed for HETRA cancellations. 

You will be notified by phone, email and/or text message for weather cancellations.  

If you cancel a riding sessionTherapeutic riding & Therapeutic Driving Participants this session will not be refunded, but can be made up.  You are allowed a maximum of 2 make up sessions per 12 week course and these must be made up during that course or the course immediately following the cancelled sessions.  Hippotherapy Participants – if 72 hours’ notice has been given there will be no charge for your cancellation.  If less than 72 hours’ notice is given there will be a $15 cancellation fee.  Each participant will receive one free late notice cancellation per course.  There will be no charge for participants that have a doctor's note for their cancellation.  If a participant does not show up and no notice is given there will be a $25 no show fee charged.     

       Participant tardiness:  Any time a Participant is late their session time will be decreased accordingly in order for the schedule to remain intact.  If a Participant is 15 or more minutes late for a session they will NOT be allowed to ride for that session.  We will do our best to provide other activities for the Participant to participate in while at the barn such as grooming.

      Dropping out of a Course:  If your Participant drops out of a 12 week course without finishing it there will be a $50 fee assessed unless it was medically necessary.

Any Participant (in any program) with an outstanding balance from the previous course will not be allowed to participate until the balance on the account has been paid, payment arrangements have been made or scholarship application completed.   All Participant fees that are past due by 30+days or are not paid according to the previous payment arrangements, will be assessed a minimum of $20.00 charge per month to cover administrative expenses on the balance.

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