1. Intake Form

This is the first step in the intake process for services at Best Behaviour.
Upon receipt and review of the completed intake form, we will follow up with you to share an update regarding available services. At this time, we are also happy to schedule a time to meet over the phone to answer any questions you may have about our services or ABA therapy.
If we are able to accommodate your service request and you decide that you would like to register for one-to-one services, we would continue with the registration process.

2. Discovery Call

Your completed intake form will be passed on to one of our senior team members. They will schedule a 15-minute discovery call to further discuss ABA therapy, availability, and answer any questions you may have.
The intake forms are also used to create our wait list, in the event that we are unable to meet your service request at this time.

3. Initial Assessment

Before beginning One-to-One Therapy, we will complete a full initial assessment. An Assessment Registration Form will be shared with you. Once your registration form has been completed and your fee is received, the assessment can begin. The initial assessment process includes the following steps:
a) Intake Meeting: The Clinical Supervisor will review the learner's file and reach out to schedule an intake meeting.
During the intake meeting, the goal is to get to know each other and put together a customized service plan. It is a chance for us to meet the learner and identify next steps regarding assessments and therapy goals. Intake meeting minutes and a consent form will also be completed at this time.
b) Assessment Sessions: After the intake meeting, appointments for any initial assessment sessions that need to be completed will be scheduled by the Senior Therapist.
c) Assessment Review: The assessment results will be summarized and a service plan will be prepared (ex. behaviour plan and/or behaviour protocol).
d) Behaviour Plan Meeting: The learner's behaviour plan and/or behaviour protocol will be shared in a meeting with the Clinical Supervisor and Senior Therapist. The purpose of this meeting is to review the assessment results, therapy goals, and a therapy plan.
e) Program Set Up: Once we've received consent to go forward with the plan, the necessary programs and materials will be prepared and sessions can begin. You will also begin the registration process for your selected service.

4. Registration Form

A One-to-One Registration Form will be shared with you. If a Medical Alert Form is applicable, that would be completed as well. Both of these forms can be completed electronically. We are happy to answer any questions you may have about these forms, or help you complete them over the phone.
Once your registration form has been completed, the learner's file will be set up shared with you and members of our senior team. This marks the beginning of your service agreement with Best Behaviour. Welcome!

5. Begin Regular Sessions

The Senior Therapist will begin sessions and have the ABA Therapist(s) slowly transition on after completing some joint observations and sessions.
Reassessments are completed approximately every 6 months. This includes updating the behaviour plan, to be reviewed in a meeting with the Clinical Supervisor or Senior Therapist. The purpose of this meeting is to review the learner's therapy goals to date and recommendations for next steps.

Of course, there are going to be individual variations to this process based on the needs of the team member and/or learner. However, following this process will ensure evidence best practices are being considered at all opportunities.

Initial assessments are billed as a fixed one-time fee of $750 for all families, regardless of funding. This includes any direct and indirect hours associated with completing the initial assessment (ex. intake meeting, initial assessment sessions, preparing the learner's behaviour plan, meeting to review the behaviour plan, and preparing the learner's therapy programs/materials). The initial assessment process is explained in detail in Step 3 of the 'Intake Process' described above.

One-to-one ABA services will be billed according to the following categories of service: one-to-one ($60/hr), senior supervision/consultation ($85/hr), clinical supervision/consultation ($120/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: one-to-one ($60/hr), senior supervision/consultation ($85/hr), and clinical supervision/consultation ($120/hr).

Best Behaviour uses line-by-line billing for one-to-one therapy services. This means that you will see charges for all of the different team members that work with your child on your invoice. In practice, the amount of supervision that occurs each week varies. In a typical line-by-line invoice, this could mean very large invoices one week and small invoices another week. We understand that such large changes week-to-week make it difficult to manage your therapy budget. To help with this, a portion of supervision is charged as a fixed fee during each bi-weekly billing period, based on the proportion of one-to-one hours allocated in their Behaviour Plan Budget, for the duration of their Behaviour Plan. This avoids any large invoice spikes and provides consistent and manageable billing each week. We aim to use all of the supervision hours allocated, however we understand that each learner is different and may require more or less supervision. We will try our best to accommodate individual supervision needs by providing additional supervision at no extra cost, and do not provide refunds if less supervision is used within a Behaviour Plan.

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-month period.

For more information about how we allocate supervision hours, please see our ‘ABA FAQs’. 

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.

The following cancellation policy will be included in your One-to-One Registration Form. Updates come into effect as of January 7, 2024:

I, the Parent/Guardian, understand that in the event of a cancellation ...

• I must notify the ABA Therapist(s), Senior Therapist, and Clinical Supervisor.

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

  • 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 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 the Therapist. The session will not be extended to make up the missed time. If I have not contacted the Therapist, and the Therapist is unable to get ahold of me, they will wait for fifteen (15) minutes and then may leave. The session will be considered a Late Parent Cancellation and will be billed in full. 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, the session will be considered a Late Parent Cancellation and will be billed in full.

        • If the learner is not picked up when the session is finished, the extra time will be billed at the regular hourly rate.

  • Parent Planned Time Off

    • The learner will be allocated 3 weeks of planned time off per calendar year, 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

• • • 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.

  • 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.

  • Therapist Cancellation

    • If the Therapist cancels a session for any reason, they will contact the Parent, Senior Therapist, and Clinical Supervisor as soon as possible. If the Therapist cannot arrange for the session to be covered by another team member, the session will be cancelled and will not be billed.

    • 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 not be billed.

    • If the Therapist is late to a session, they will contact me. The session will be extended to make up the missed time or the time will be deducted from the total session length.

• 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. Session will be cancelled 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 Day / Boxing Day and New Year’s Day statutory holidays. 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.

• 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 the 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. 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 the centre is open, then it is expected that the learner will be attending their session. Sessions cancelled within twenty-four (24) hours’ notice, even as a result of inclement weather, will be billed in full as a Late Parent Cancellation.

• 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.