1. Intake Form

This is the first step in the intake process for one-to-one ABA services at Best Behaviour.
If you are an existing client or have worked with us in the past, please reach out directly to inquire about registering. An intake form (as well as other portions of this intake process) may not be necessary.

Upon receipt and review of the completed intake form, we will follow up with you to share an update regarding availability, and schedule a Discovery Call.

2. Discovery Call

Your completed intake form will be passed on to one of our senior clinical team members. They will schedule a 15-minute discovery call to further discuss group ABA therapy, availability, and answer any questions you may have.

If we are able to accommodate your service request and you decide that you would like to register for one-to-one ABA services, we will schedule an initial assessment.

If it is determined that you will need to wait for services, your intake form will be saved and we will reach out to you when an opening comes available.

3. Initial Assessment (Phase 1)

Before beginning one-to-one ABA sessions, we will complete a full initial assessment. You can read more about Phase 1 of the initial assessment process here.

4. Initial Assessment (Phase 2)

If after reviewing the assessment report, you decide that you would like to register for subsequent services, a registration form will be shared with you. This form can be completed electronically. We are happy to answer any questions you may have about this form, or help you complete it over the phone. Once your registration form has been completed, this marks the beginning of your service agreement with Best Behaviour. Welcome!

We will then move onto Phase 2 of the initial assessment process, which includes program and team set up. You can read more about Phase 2 of the initial assessment process here.

5. Begin One-to-One Sessions

Your therapist will begin sessions.

The Behaviour Analyst will attend the first session with the Instructor Therapist(s). The focus of the first 1-3 sessions often include pairing, introducing interventions, and completing some joint observations with the Instructor Therapist(s). Once the flow of the session has been established, the Behaviour Analyst will begin their regular supervision schedule.

Reassessments are completed approximately every 6 months, but can be completed more or less often based on learner progress. During a reassessment, you will be provided with an updated Assessment Report or a Progress Report, to be reviewed in a meeting with the Behaviour Analyst. The purpose of this meeting is to review the learner's therapy goals to date and recommendations for next steps.

At the end of services, a transition report will be shared. The purpose of this report is to summarize the learner's goals to date and recommendations for next steps (including strategies to continue and any potential service extensions).

One-to-one ABA services will be billed according to the following categories of service: direct ABA therapy ($60/hr), direct supervision ($150/hr), assessment ($60/hr), family/caregiver training ($60/hr), consultation with professionals ($60/hr), and team meeting ($60/hr).

• Families receiving Core Clinical Services funding will have hours allocated across all of these categories. The amount of time allocated within these categories of service will be determined based on individual family and learner need, as well as any applicable budget constraints.

• For families without Core Clinical Services funding, efforts will be made to only allocate hours within the primary service categories: direct ABA therapy ($60/hr), direct supervision ($150/hr).

Direct supervision is allocated based on the proportion of one-to-one hours the learner is expected to receive for the duration of their service plan. This proportion is 10% of the learner's scheduled one-to-one therapy, or a minimum of 1 hour/week. For example, if the learner is registered for 10 hours per week of one-to-one therapy, the Behaviour Analyst will have 1 hour of direct supervision allocated per week (or 2 hours bi-weekly). If that were to increase to 15 hours/week of one-to-one therapy, the direct supervision would increase to 1.5 hours of direct supervision per week. Direct supervision includes a variety of tasks related to overseeing ABA interventions, monitoring client progress, and providing client-specific training to Instructor Therapists. Our Behaviour Analysts carry manageable caseloads that allow them to provide direct supervision that meets or exceeds all industry standards, while also balancing all of the indirect supervision tasks that also go along with supervising an ABA program (writing programs and preparing materials, updating reports, collaborating with other team members, reviewing recent research and literature, and traveling to clients in home/community settings).

If applicable, travel time may be billed for one-to-one sessions at an hourly rate of $60.00/hour. This will be discussed at the time of registration, based on the details of the learner's therapy session plan (therapist schedule, location, budget etc.). Travel time is defined as the therapist's time spent driving to the agreed upon therapy location (ex. the learner's home, or a community location). Travel time may also include the therapist's time driving to their next appointment, if the agreed upon therapy location requires additional travel that is out of the way or if the therapist is returning back to the centre located at 15 Willow Street. Travel time is billed at the regular hourly rate, reflective of the therapist's travel time for each in-person session. It is important to note that we will make every effort to minimize travel costs, and ensure our travel plans are both economical and reasonable. Travel time is not billed for centre-based sessions at the centre located at 15 Willow Street.

An invoice will be emailed biweekly, totalling the bill for the previous bi-weekly billing period’s services. For example, an invoice will be sent on June 16th for the services provided June 1-14.

For a detailed cost breakdown, please see the 'Cost Calculator' buttons below. These will direct you to a Google Sheet file that will allow you to enter your desired number of one-to-one hours, and see the expected cost for services weekly and across a 6 or 12 month period.

Please note that any materials that will be consumed by the learner (ex. edible reinforcement), disposed of after use (ex. diapers and wipes) or that the Parent/Guardian intends to keep when therapy is terminated (ex. PECS binder, iPad) must be purchased by the Parent/Guardian. Community memberships and activity fees incurred during community outings are also to be purchased by the Parent/Guardian.

The following cancellation policy will be included in your One-to-One Registration Form:

• In the event of a cancellation, I must notify the Instructor Therapist(s) and Behaviour Analyst directly.

• Cancellations will be recorded under one of the following categories:

  1. Late Parent Cancellation

     • Sessions cancelled within twenty-four (24) hours’ notice will be billed in full, as a Late Parent Cancellation. If possible, these hours will be used to benefit the learner’s programming. Late Parent Cancellations cannot be rescheduled.

     • If the learner is sick and the session is not cancelled, the Instructor Therapist may cancel upon arrival or end session early at their discretion. It will be considered a Late Parent Cancellation and will be billed in full.

     • Late arrivals and pick-ups can affect learner progress, and impact the schedule of the learner that is seen after. If the learner is late to a session, I am required to contact my therapist. The session will not be extended to make up the missed time. If I have not contacted my therapist and they are unable to get ahold of me, they will wait for fifteen (15) minutes and then may consider it a missed appointment. The session time will be reallocated for additional indirect hours. If the learner is reported to be on their way, the therapist will wait if they are able to wait in a safe, comfortable environment (ex. in the centre, in the learner’s house). However, if they are unable to wait in an appropriate environment or the learner is unable to attend the session as a result of the lateness, it will be considered a missed appointment. The session time will be reallocated for additional indirect hours. If the learner is not picked up when the session is finished, the extra time will be billed at the regular hourly rate.

  2. Parent Planned Time Off

     • The learner will be allocated 3 weeks of planned time off per calendar year (prorated*), as indicated in the chart below. Sessions on these days can be cancelled and will not be billed. This includes, but is not limited to, time off while sick, medical appointments, vacations, summer camp etc.

Weekly ABA Schedule of 1 day/week = 3 days of Parent Planned Time Off per Calendar Year

Weekly ABA Schedule of 2 days/week = 6 days of Parent Planned Time Off per Calendar Year

Weekly ABA Schedule of 3 days/week = 9 days of Parent Planned Time Off per Calendar Year

Weekly ABA Schedule of 4 days/week = 12 days of Parent Planned Time Off per Calendar Year

Weekly ABA Schedule of 5 days/week = 15 days of Parent Planned Time Off per Calendar Year

• 2. • Planned time off days reset at the beginning of each calendar year, and cannot be carried over.

     • Cancelled sessions may be rescheduled within 30 days of the original date, at the discretion of the Parent/Guardian and Therapist, but it is not required. If you request a session to be rescheduled, we will make every effort to find a time that works for you and your Therapist. If they are available, a regular billed session can be scheduled. If we cannot find a time that works, the session will be considered a Parent Planned Time Off day.

     • If the Therapist is able to reallocate their time to another learner, the cancellation will not be considered Parent Planned Time Off.

     • *Please note that if the learner is registered for a service plan that is less than 4 months in length, PPTO may not be allocated.

  3. Planned Parent Cancellation

     • Once the learner’s planned time off days have been used, all subsequent cancelled sessions will be billed in full, as a Planned Parent Cancellation. If possible, these hours will be used to benefit the learner’s programming.

     • Cancelled sessions may be rescheduled within 30 days of the original date, at the discretion of the Parent/Guardian and Therapist, but it is not required. If you request a session to be rescheduled, we will make every effort to find a time that works for you and your Therapist. If they are available, a regular billed session can be scheduled. If we cannot find a time that works, the session will be considered a Planned Parent Cancellation and will be billed in full.

     • If the Therapist is able to reallocate their time to another learner, the cancellation will not be considered a Planned Parent Cancellation and will not be billed.

• Therapists and parents are not expected to run sessions on the following company-wide planned closures: Easter Monday, Civic Holiday Monday, and the days between Christmas Eve and New Year’s Day. Session may be cancelled and will not be billed. If I would like to run a session during a planned closure, I can request this from my therapist(s). If they are available, a regular billed session can be scheduled.

• Sessions will not be held on the following statutory holidays: New Year’s Day, Ontario Family Day, Good Friday, Victoria Day, Canada Day, Labour Day, Thanksgiving Day, Christmas Day, and Boxing Day.

• In the event of inclement weather, Best Behaviour Inc. reminds all clients and team members to travel by car only when it is safe to do so. When you do travel, allow for extra time, take care, and have caution on the roads. If my therapist is unable to get to a session due to inclement weather, they may cancel the session. If it is a centre-based session and the centre is closed due to inclement weather, all parties will be notified. In both situations, the session will not be billed or paid. If the centre is open, then it is expected that the learner will be attending their session. If I provide less than 24 hours notice, or miss my appointment, I will be charged the full session fee.

• If attendance falls below 75% of sessions scheduled, Best Behaviour Inc. reserves the right to offer the recurring appointment slots to another family. This will not be done without significant advance notice and communication. Events such as vacations or holidays will not count against this policy.

• Services may be terminated/withdrawn, giving 30 days’ notice in writing, by either party. During this time, learners are encouraged to attend each of their scheduled sessions to the best of their ability. This is to facilitate a smooth transition for the learner and team. If attendance falls below 75% of sessions scheduled, sessions cancelled will be considered a Late Parent Cancellation and will be billed in full if the sessions cannot be rescheduled with the notice period, or if the notice period is not extended to make up the missed time.