Private-practice OTs send estimates when a family or organization needs to know the cost of an evaluation plus a course of therapy, or when pricing a home modification assessment, school contract, or workplace ergonomic review. Clients compare your fee against insurance copays, other clinics, and agency rates, so the estimate should show the total expected cost and what is included.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Clarifies whether the written report and treatment plan are included or billed separately.
Gives a realistic total and makes clear that the plan can change after reassessment.
Travel, facility, and visit fees differ by setting.
These are common sources of surprise charges, so list their rates.
Splints, adaptive tools, and sensory items can be added costs if you supply or recommend them.
Sets expectations before the first appointment and limits disputes later.
Fees may change and goals may be revised after a set number of sessions or months.
| Service | Priced | Typical range |
|---|---|---|
| Initial evaluation (adult or pediatric) | flat fee | $150-350 |
| Individual treatment session (45-60 min) | per session | $100-225 |
| Home or school visit | per hour | $100-200 |
| Home safety or ergonomic assessment with report | flat fee | $250-600 |
| Written report, letter of medical necessity, or progress report | per hour | $100-200 |
| IEP, team meeting, or caregiver consultation | per hour | $100-200 |
| Small group session (social skills, handwriting, feeding) | per child | $40-90 |
| Contract OT services for a school or agency | per hour | $55-100 |
Typical US ranges. Rates vary by region, experience, and job size.
Therapy needs depend on progress, so give a range such as 8 to 12 sessions and note it will be reviewed at reassessment. Avoid promising an outcome or fixed duration.
Families can then see the one-time cost of the evaluation versus the ongoing cost of sessions.
A prepaid block of sessions at a modest discount helps cash flow. State the refund and expiration terms in writing.
Either build it into the hourly rate or add a clear mileage or travel time line so the estimate matches the final bill.
Not reliably. Provide an estimate based on your recommended frequency and an expected range of sessions, and note that the plan will be updated after reassessment.
Yes. Evaluation fees are usually fixed, so state the price and what it includes, such as testing, observation, and a written report, before scheduling.
In the US, the federal No Surprises Act requires good faith estimates for uninsured or self-pay patients for many healthcare providers when scheduling care in advance. Check current federal rules and your state requirements to see what applies to your practice.
Use the Occupational Therapist invoice template to bill the client, or convert this estimate once it's approved.
Occupational Therapist invoice template