Terms & Conditions
Magic Words Therapy Limited
Last updated: 18 September 2026
Version: 3
For any enquiries about therapy session bookings, interventions and targets, please liaise directly with your therapist. For any
enquiries around invoicing / charges, please contact finance on finance@magicwordstherapy.co.uk, or 01908 614 479, opt. 2
Parent/Carer Attendance & Supervision
A parent/carer must remain with the child (under 18) for the duration of the session, unless express reason or permission has been agreed upon in advance. Our staff are not responsible for the supervision, safety, or care of the child at any time. Having this adult present enables them to gain the full benefit of the information and techniques shared, supporting effective follow‑up and continuity of learning at home, maximising the value and effectiveness of the session.
Payment
Clients will be invoiced monthly. Invoices to be paid by direct debit within 7 days of invoice date. An administration charge of £15 will be incurred for late payment. Should late payment exceed 4 weeks past the date of the invoice please note it is likely your therapy sessions will be temporarily paused until such time as the invoice is paid.
Insurance
Clients using private medical insurance are responsible for settling the invoice and then claiming from the company concerned. Please ensure you check that speech therapy is covered by your insurance before commencing sessions. You need to check that Magic Words Therapy and/or the therapist are accepted by your insurance company. Insurance fee payments may be capped, and the Magic Words fee may be higher than this cap. You are liable to settle the difference if the price is higher. If for any reason the insurance company does not pay the invoice within two months, you will be liable for payment.
Cancellation policy
We understand that from time to time cancellations are unavoidable. However, if we don’t receive sufficient notice of the cancellation of a session, we are left unable to reallocate your therapist’s time.
By not charging clients for this un-allocatable time, for which we must still pay our therapists their salaries, our organisation’s ability to continue running could be placed in jeopardy.
Therefore, appointments cancelled with less than 72 hours' notice by the client will be charged at the full session rate (excluding travel costs for journeys over 30min), regardless of the reason for cancellation. This includes, but is not limited to, illness, family emergencies, vehicle breakdowns, transport difficulties, work commitments, adverse weather, or other unforeseen circumstances.
In cases where illness or unforeseen circumstance prevents a client from attending their appointment, the therapist will spend the allotted therapy session time creating a bespoke home carryover programme covering the planned therapy goals and activities for the missed session. This may be in the form of a written programme, or a video modelling session.
Parents or clients may choose to withdraw from therapy at any time, however, at least a week's notice would be appreciated. We will endeavour to keep all appointments, but no liability can be accepted for inconvenience/expense if unforeseen circumstances mean arrangements have to be cancelled or changed.
If your therapist is also one of our dysphagia (swallowing difficulty) therapists, they may be required to urgently see another client who is deemed to be at serious medical risk. We anticipate this will be infrequent, but should this be the case your therapist will endeavour to let you know by both email and phone call that your appointment will need to be rescheduled or cancelled.
Diagnosis
Where it is possible, and clinically appropriate to do so, a speech, language, communication and/or swallowing disorder diagnosis will be made following initial assessment. It is not always possible to provide a diagnosis after one session of meeting a client, if there is not yet sufficient information.
Liaison
In cases where a client is also receiving therapy from the NHS, we will liaise with the NHS therapist only with your signed permission. It is highly recommended that you give your consent to ensure that therapy targets are not contradictory and to ensure the effectiveness of therapy.
Confidentiality
Information shared during the course of assessment and therapy will be used only for the purpose for which it is given, and not released to other agencies without prior consent. However, if we are concerned about your child’s welfare at any time we are obliged to follow our professional code of conduct and pass on information to the relevant other agencies, on a need-to-know basis. Please refer to our Privacy Notice on our website, www.magicwordstherapy.co.uk for further information about the data we hold under the General Data Protection Regulations (2018).
Home visit environment
The wellbeing and safety of our therapists is of utmost importance. Where therapists make home visits it is your responsibility to ensure that the room/area where the therapist will be working is clean, tidy and hygienic. Please ensure any dogs are kept securely away in a separate area. Drinking alcohol or smoking while the therapist visits the home will not be tolerated. Where the therapy environment does not meet these requirements, the therapy session may have to be cancelled but still charged.
Respecting our team
Whether you are speaking to a member of our support staff via email / over the phone or interacting with one of our Speech and Language Therapists / Assistant Practitioners in-person or online, we ask that you be kind and treat all staff with the same level of respect. We have a zero-tolerance policy for abusive language, aggressive behaviour, discrimination and harassment.
Reports
The final report reflects the clinician’s professional judgement and must remain their own work to ensure clarity, integrity, and informed decision-making. Edits are generally limited to making minor adjustments. Content changes are only made in exceptional cases, such as with misquotations, and must not compromise the accuracy or integrity of clinical findings.
Technology
At Magic Words Therapy we embrace new technology in a responsible way to improve efficiency of the service and the client journey.
Your therapist may use a medical note scribe called Heidi Scribe or Splose during your sessions. Data is secure and protected and only your therapist has access to it. Please let your therapist know if you do not consent to the use of this scribe during sessions.
