Melanie Tapson Voice Care and Voice Care Canada
Policies & Procedures
VOICE THERAPY SERVICES
Welcome! We are so glad you’re here. Our goal is to support you in achieving your unique voice, communication, and performance goals. Whether you're navigating voice challenges, striving to optimize your vocal performance, or somewhere in between, we are here to help. Before we begin, please review the following policies to ensure our work together is as seamless and effective as possible.
ABOUT MELANIE TAPSON, SLP & SVS
I’m Melanie Tapson, a professional singer, Singing Voice Specialist voice teacher, and registered speech-language pathologist specializing in voice therapy. My practice is grounded in over 30 years of experience as both a professional performer and clinician. I’ve worked with individuals from a wide range of backgrounds, including professional voice users, teachers, performers, medical professionals, engineers, and fellow clinicians. My approach to voice care is holistic, evidence-based, and tailored to your specific needs and goals, and I love what I do. I hope it shows!
Whether you want to strengthen your voice, improve clarity and endurance, modify your speaking style, or overcome vocal fatigue, I’m here to guide you toward your best voice.
ABOUT OUR TEAM
At Melanie Tapson Voice Care and Voice Care Canada, we are a team of hand-selected experienced and passionate voice specialists and speech-language pathologists dedicated to helping you achieve your communication and vocal goals. Each team member brings unique expertise, ensuring personalized care tailored to your needs.
Whether you're working with me, Melanie Tapson, or another highly skilled member of our team, you can expect a holistic, evidence-based approach to voice therapy. Our shared mission is to empower you with the tools and confidence to achieve your strongest, healthiest voice.
SERVICE DELIVERY
Your sessions may be conducted by any member of our team, based on their expertise and availability. We will ensure you are matched with the practitioner best suited to meet your specific needs and goals.
Therapy options include:
- In-Person: Sessions may take place at our clinic or a suitable location, as discussed with your assigned practitioner.
- Virtual Care: All team members are trained in delivering effective therapy via secure video conferencing platforms.
- Collaborative Care: When appropriate, team members may collaborate to provide the most comprehensive care, drawing on each other’s expertise to maximize your outcomes.
PRIVACY AND CONFIDENTIALITY
Our team adheres to the highest standards of privacy and confidentiality. To protect your personal health information, all practitioners comply with regulations under PHIPA, CASLPO, and/or any provincial regulatory body where team members are regulated or licensed to provide speech-language pathology services. Your files may be accessed by your assigned practitioner and, if needed, other team members inside the circle of care for consultation purposes, ensuring continuity of care. Access is strictly limited to professionals involved in your therapy.
As regulated Canadian health care professionals, we adhere to the ethical and legal requirements under the Personal Health Information Protection Act (PHIPA).
- How Your Information is Used: Information collected during assessment and therapy is used solely for diagnosis, treatment planning, and the continuity of your care.
- Secure Storage:
- Electronic files are stored on a secure, password-protected platform.
- Physical records are kept in a locked cabinet and securely shredded after seven years post-discharge or, in the case of minors, seven years after the age of 18.
- Communication: We use secure methods to protect your information. Email and/or text message/SMS correspondence is optional and requires your consent due to the potential risks to privacy. Consent is implied if you initiate the communication via any particular method. Regardless of how consent is obtained or the consent given at the initial communication, you may change or revoke consent at any time.
- Access to Records: You have the right to review or request copies of your records. Written requests are required, and fees may apply ($0.50/page for hard copies).
APPOINTMENTS
When booking, you will be matched with the practitioner best suited to your needs and schedule. Should you wish to work with a specific team member, please let us know, and we will do our best to accommodate your request.
- Length and Frequency: Appointments are typically (but not exclusively) 30–60 minutes in length, depending on your goals. Therapy duration may range from a single session to several months, based on your needs.
- Cancellations: From January through November, we require at least 24 hours’ notice to cancel or reschedule appointments. In December, due to high demand and in order to ensure we can serve the most people, 48 hours' notice is required.
- Missed appointments without notice (“no shows”) will be charged at the full session rate.
- Cancellations with less than 24 hours’ notice (or 48 hours' notice in December) will incur a 50% session fee, except in the case of illnesses that prevent a session from taking place following a joint discussion with your therapist, or in the case of emergencies.
HEALTH POLICY
To maintain a safe and healthy environment, we ask that clients and caregivers adhere to the following:
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In-Person Sessions: Please do not attend if you have symptoms of communicable illnesses such as fever, excessive coughing or sneezing, vomiting, diarrhea, or any other contagious condition (e.g., conjunctivitis, hand-foot-mouth disease). Contact us to discuss rescheduling or virtual options.
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Virtual Sessions: If you are unwell but experiencing symptoms such as hoarseness, dysphonia, or other upper respiratory concerns, please contact us to discuss whether to proceed virtually. Voice therapy can often help alleviate or remediate these symptoms, and we can work together to determine the best plan for your care.
COMMUNICABLE DISEASE POLICY
At Melanie Tapson Voice Care and Voice Care Canada, the health and safety of our clients, team, and community are paramount. To minimize the spread of COVID-19, influenza, measles, and other highly communicable diseases, we follow evidence-based practices and public health recommendations.
SERVICE DELIVERY
- Virtual Care: Therapy sessions via secure video conferencing are available and encouraged whenever appropriate.
- In-Person Care: In-person sessions are offered when necessary for therapy goals and will follow rigorous health and safety protocols.
HEALTH AND SAFETY PROTOCOLS
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Symptom Screening: Clients, caregivers, and practitioners must reschedule in-person sessions if experiencing symptoms of communicable illnesses. Please notify us immediately if you or a close contact has been diagnosed with or exposed to a contagious condition.
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Voice-Specific Considerations: For clients experiencing hoarseness, dysphonia, laryngitis, or other upper respiratory symptoms, therapy may actually be beneficial. Contact us to discuss whether to proceed with your session virtually.
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Hygiene Practices: Practitioners will sanitize hands before and after each session. Shared materials will be cleaned between uses, and masks or additional PPE may be used as needed.
INFORMED CONSENT
While we strive to minimize risks, attending in-person sessions carries inherent risks of communicable disease transmission. By proceeding with therapy, you accept this residual risk.
FEES AND PAYMENT
- Service Fees: Fees vary based on the type of service provided (e.g., therapy sessions, consultations, reports, or travel).
- ACTRA, Equity, and other professional association members may qualify for discounted rates. Please inquire.
- Payment Terms: Payment is required at the time of service unless otherwise arranged.
- Accepted methods include credit card, e-transfer, or cash.
- Accounts overdue by more than 30 days will incur a $25 late fee. Accounts overdue by more than 60 days may result in collections and a suspension of services.
SUPPLEMENTAL HEALTH INSURANCE
Speech-language pathology services are not covered by OHIP but may be reimbursed through private insurance. You will be provided invoices with all necessary details to assist with reimbursement. Please check with your provider for eligibility and requirements (e.g., a doctor’s referral prior to commencing therapy or submitting for reimbursement).
TERMINATION OF SERVICES
Therapy may be discontinued for the following reasons:
- Goals have been successfully achieved.
- Progress has plateaued despite appropriate interventions.
- Therapy is no longer deemed beneficial or appropriate.
- The client withdraws consent or voluntarily discontinues services.
If a change in practitioner is necessary due to scheduling or other considerations, we will facilitate a smooth transition to ensure uninterrupted care.
If your account is overdue by more than 60 days, services may be paused until payment is received.
CLIENT RIGHTS
As a client, you have the right to:
- Be informed of the qualifications and expertise of your assigned practitioner.
- Request a change in practitioner if needed, based on availability and suitability.
- Access your records and request information about your therapy.
- Be informed of changes to policies and procedures.
- Discontinue therapy at any time, for any reason.
CONTACT INFORMATION
To change or cancel your appointment, go to our booking website.
For all other questions or concerns, please fill out the contact form at melanietapson.com/voicetherapy/contact
THANK YOU!
Thank you for trusting our team to support your vocal health and communication journey. We look forward to helping you achieve your goals with expert care and collaboration. Should you have any questions, please don’t hesitate to reach out via the contact information above.
Warm regards,
Melanie Tapson
BFA, BEd, MSc SLP (C), PAVA-RV, CCC-SLP, Reg CASLPO
Clinical Voice Therapist (registered speech-language pathologist
Singing Voice Specialist
on behalf of the team at Melanie Tapson Voice Care and Voice Care Canada
