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:

I, the Parent/Guardian, understand that ...

• In the event of a cancellation, I must notify the ABA Therapist(s), Senior Therapist, and Clinical Supervisor. Sessions cancelled twenty-four (24) hours in advance will not be billed. Cancelled sessions can be rescheduled at the discretion of the Parent/Guardian and Therapist, but it is not required.

• 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.

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

• 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 can be rescheduled at the discretion of the Parent/Guardian and Therapist, but it is not required.

• 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 and 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 can be rescheduled 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 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. The Therapist will wait fifteen (15) minutes if the learner is not there at the scheduled time, and then is allowed to leave. 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.

• 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.

• Cancellations extending five (5) consecutive calendar days are considered an extended leave. At least two (2) weeks’ notice is required for extended leaves, changes in schedule, and any reduction in hours. This is to facilitate consistency in service delivery. This includes, but is not limited to, time off while sick, holidays, vacations, summer camp etc. Payment for sessions not cancelled according to this policy may be required in full and considered a Late Parent Cancellation.

• 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.

• I, the Parent/Guardian, understand that 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. Extended leaves will not be factored into the 30 days, and new extended leaves will not be accommodated without further extending the learner's 30 days' notice to make up the missed sessions. Payment for sessions not cancelled according to this policy will be required in full and considered a Late Parent Cancellation. If attendance falls below 75% of the learner's scheduled service intensity, payment for missed sessions may also be required in full.