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 consultative 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 ABA Consultations, 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. consultation plan).
d) Behaviour Plan Meeting: The learner's consultation plan 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 Consultation 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, as outlined in the consultation plan. Since the nature of these consultations are to include parent-mediated components, session length and durations may change as the consultation progresses. The proportion of direct and indirect hours may also change, to meet the learner and family's needs during the consultation and to ensure a meaningful transition at the end of the consultation.
At the end of the consultation, a transition report will be shared in a meeting with the Clinical Supervisor or Senior Therapist. The purpose of this meeting is to review the learner's programs/goals to date and recommendations for next steps (including strategies to continue and any potential service extensions).

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.

Consultations will be billed at an hourly rate of $105.00/hour. This applies to direct hours spent with the learner and family, as well as any indirect hours used to support the learner's programming. This also includes any direct and indirect hours associated with completing the intake meeting, assesssment sessions and program set up. The initial assessment process is explained in detail in Step 3 of the 'Intake Process' described above.

After the first consultation, an invoice will be emailed for the full cost of the service block (including the first session). For example, if the consultation runs at 2 hours/week for 13 weeks, an invoice will be sent during Week 2 for the full 13 weeks.

The following cancellation policy will be included in your Consultation Registration Form:

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

• In the event of a cancellation, I must notify the Therapist. Cancelled sessions will not be refunded. Cancelled sessions can be rescheduled at the discretion of the Parent/Guardian and Therapist, or will be reallocated for additional indirect hours as needed.

• If the Therapist cancels a session for any reason, I will be notified as soon as possible. Cancelled sessions can be rescheduled at the discretion of the Parent/Guardian and Therapist, or will be reallocated for additional indirect hours as needed.

• 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, or will be reallocated for additional indirect hours as needed. 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.

• Best Behaviour Inc. reserves the right to terminate services if attendance is poor. In order to facilitate consistent and effective service delivery, learners are encouraged to attend each of their scheduled sessions to the best of their ability. If attendance continues to fall below 75% of the learner's scheduled service intensity, after attempting to find meaningful solutions to increase the learner's attendance, services may need to be terminated.