What is Beyond the NICU’s Coaching & Support Service?

Beyond the NICU provides parent-coaching, care-coordination, transition-planning and advocacy-guidance services for families whose baby has been in the NICU or is medically complex. You, the parent(s)/caregiver(s), are the driver of the process; I’m your partner, guide, strategist and thought partner— not a medical provider or therapist.

What I’m not.

• This is not therapy, diagnosing, or treatment of medical/psychological conditions. For example, if your baby needs a diagnosis of developmental disability, a referral to a licensed professional may be required.

• I am not a substitute for your baby’s medical, therapeutic or early-intervention team.

• Coaching and coordination are self-pay, cash-based services. They are not generally covered by standard health insurance plans. Our services may be covered by your HSA/FSA plans. We can provide receipts for our services that you can submit for this type of coverage.

Schedule & Payment Terms

• A 30-minute Free Welcome Call is required before beginning service.

• For 60-minute coaching sessions (as one-time option) for a fee.

• Payment is due before or at the time of service (via invoice/online payment).

• For packages and retainers: payment may be due in full or in agreed installments; services begin once payment is confirmed.

• If you select a retainer/coordination plan, you’ll receive a monthly invoice detailing hours used and next month’s access.

• Cancellation / Reschedule Policy: If you need to cancel or reschedule, please notify at least 24 hours in advance. Cancellations within 24 hours will be subject to a fee equal to 50% of the cancelled session’s cost. One “grace” reschedule per package may be available.

• If you purchase a package, unused sessions are valid for up to 6 months from date of purchase unless otherwise agreed.

What’s included in a session or package?

• One-on-one virtual coaching or coordination call (unless in-person is arranged and local).

• A follow-up summary with “next steps” checklist after coaching sessions (for coaching packages).

• Email or message support between sessions only as specified in your package or retainer. 

• Coordination includes review of records, draft emails, scheduling support, provider-planning assistance as specified in the tier description.

• You will receive a clear “service description” for whichever package you purchase so you know exactly what is covered.

What’s not included (unless specified)?

• Direct therapy, medical diagnosis or treatment of your baby or providers.

• Unlimited on-call access outside agreed hours.

• Travel costs for in-person meetings (unless separately agreed).

• Insurance billing or guarantee of insurance reimbursement (though you may receive a receipt/coaching summary).

• Guarantee of specific results (coaching supports change but results depend on multiple factors).

Results & Expectations

• You may begin to see clarity, confidence or positive changes after your first session; but sustainable change typically comes from consistent engagement and practice of strategies between sessions. 

• No coach can guarantee outcomes; your progress depends on your participation, follow-through, and external variables.

• If you feel you’re not making expected progress, please raise this in your next session. We’ll review and adjust plan or map next steps together.

Sliding Scale & Scholarship Options

• A limited number of sliding scale spots are available each month. If you’re facing financial hardship, you are invited to request one of these spots using this form.

• These options do not apply retroactively; they must be approved before service begins.

 Privacy & Confidentiality

• All sessions and communications are private and confidential. Summary notes, emails and sessions are securely stored.

• If you are sharing your baby’s or family’s medical/therapy records with me for coordination, you are responsible for obtaining any required releases or ensuring compliance with privacy laws.

• In rare cases where there is risk of harm to child or others, standard mandated-reporting obligations apply (as required by law).

 Termination of Service

• You may pause or end coaching at any time. All prepaid sessions or unused work will be handled according to the specific package’s terms (see “validity period”, reschedule grace, refund policy).

• I reserve the right to terminate or pause service if I believe your needs exceed the scope of coaching and require therapeutic or medical intervention; in that case we’ll refer you out and refund any unused paid sessions in that package.

Refunds & Transfers

• Coaching sessions already completed are non-refundable.

• For packages: if you need to discontinue before using all sessions, unused sessions may be transferred/stored (within validity period) or refunded on a pro-rata basis, minus a 15% administrative fee — unless otherwise clearly stated in your purchase agreement.

• Retainer fees are non-refundable once the month has begun. Unused hours may, depending on the tier, roll over once into the next month if arranged in advance

Insurance, HSA/FSA & Tax Point

• Parent-coaching is typically not covered by health insurance; you should check with your plan or employer. 

• Some families pay via HSA/FSA depending on their plan; you may request a detailed invoice (“Coaching & Coordination Services”) to submit to your benefits administrator—but reimbursement is not guaranteed.

• Please consult your tax advisor regarding deduction eligibility, business use, or self-employed status.

Technology & Virtual Platform

• Sessions are typically held via Google Meet (or another agreed-upon virtual platform). You’ll receive a meeting link once booked.

• Please ensure you have a quiet, private space and functional internet connection for optimal session quality.

• In-person sessions may be available in the local Bay Area region and involve travel/venue fees as agreed.

Scheduling & Session Duration

• Coaching sessions are 60 minutes (unless otherwise specified).

• Coordination retainers check-ins may be 30 minutes.

• If you’re more than 10 minutes late without prior notice, the session may be shortened or rescheduled, and standard cancellation policy will apply

• In sessions where others (partner, sibling, therapist) are included, please advise ahead of time so we plan accordingly.

Communication Outside Sessions

• Email/text message check-ins are included only per the specific package. Outside of those terms, additional time may be billed at your hourly coordination rate.

• Please allow up to 24 business-hours for a response (Monday–Friday unless otherwise noted).

Changes to Terms

• I reserve the right to update my terms, pricing or policies. Families currently actively engaged under a package will be notified of changes and given at least 30 days’ notice where pricing or policy materially changes.

• New bookings after the effective date of change will follow the new terms.

Reach Out With Questions

If you have any questions about these terms — including scheduling, billing, coordination scope, or suitability for your family — please contact me at shayna@Preparetobloom.com
I’m grateful for your trust and look forward to supporting your family’s journey beyond the NICU.