INTAKE PROCESS
Initial inquiry/Referral – Inquiries and/or referrals received by C.A.P.E.S. staff will be responded to within 72 business hours. The response will answer preliminary questions as well as informing interested parties of any information required prior to proceeding to the next step of the intake process. Inquirers will be informed at this time if there is a waiting list for services.
Interview – A client history form/questionnaires will be provided, required to be completed and returned prior to being scheduled for an interview meeting. C.A.P.E.S. staff will contact you/parents to schedule a mutually convenient appointment (approximately 1 hour). The interview meeting will include detailed discussion concerning the previous and current treatment history, diagnosis details, skill deficits and excesses, problem behaviors, the short and long-term goals to achieve through treatment, and preferred request for services (schedule, program, etc.). It is important to choose a time when you are available to speak with minimal distractions. You/parents are encouraged to use this time to inquire into the training, experience, or treatment approaches utilized by C.A.P.E.S. staff, as well as ask general questions related to what to expect from an ABA program. Policy and procedure documentation (parent expectations/participation, program contracts, consent forms, release of information, etc.) will also be reviewed and provided for completion prior to proceeding with the intake process.
Eligibility – C.A.P.E.S. staff will review the information submitted (Client History Form), as well as gained during the interview meeting, to determine eligibility for services. This portion of the intake process takes into account the C.A.P.E.S. service area, scope of practice, staff and client availability, client placement matrix, anticipated intensity of services, and projected length of treatment. Eligibility, placement for services, and treatment initiation are at the sole discretion of C.A.P.E.S. staff.
Observation – Once eligibility for services has been determined, and the provided policy and procedure documentation has been completed and returned, C.A.P.E.S. staff will contact you/parents to schedule a preliminary observation. This observation will generally consist of C.A.P.E.S. staff viewing you/your child as they navigate their natural environment; including but not limited to parent/child interactions, child/sibling and/or child/caregiver interactions, and independent engagement across skills and environments. During this portion of the intake process, interaction between C.A.P.E.S. staff and you/your child may be limited. C.A.P.E.S. staff will record objective notes during this observation that will be used within future intake visits and/or within the treatment planning process.
Assessment – The assessment process will include direct interaction between C.A.P.E.S. staff and you/your child to determine current skill levels and deficits across skill domains. Standardized assessment tools (e.g., VB- MAPP, ABLLS-R, ABAS-3) may also be utilized to assist in this process. C.A.P.E.S. staff will inform you/parents as to any direct involvement that may be necessary to complete the assessment process; generally, direct parent involvement is not required, although you may be asked to complete surveys or checklists during this time.
Placement – Once the assessment visit(s) has been completed, the results will be reviewed and analyzed by one or more Board Certified Behavior Analysts (BCBAs). This information will be utilized to determine placement in one of the treatment programs offered by C.A.P.E.S.
Treatment Plan – C.A.P.E.S. staff will prioritize skills and deficits to be targeted (goals), “based on implications for the client’s health and well-being, the impact on client, family and community safety, and contribution to functional independence…” and will include them within a formal plan. (www.bacb.com; Applied Behavior Analysis Treatment of Autism Spectrum Disorder: Practice Guidelines for Healthcare Funders and Managers, second edition) This plan will also include details gathered throughout the intake process, as well as a recommendation for treatment provision (hours per week). A copy of this plan will be submitted to the authorizing party/parties (insurance company or individual) and a meeting will be scheduled between C.A.P.E.S. staff and you/parents/guardians to review and discuss this information.
Staff & Parent Training – Once authorization for the submitted treatment plan has been obtained, C.A.P.E.S. staff will contact you/parents to coordinate a start date for training. In most cases, Behavior Technicians will be trained and supervised by one or more Board Certified Behavior Analysts (BCBAs) as they implement the treatment goals with you/your child. As a required component of the treatment program, the BCBA(s) will also provide regular, individualized, parent/caregiver training. This may include discussion regarding principles of applied behavior analysis (ABA), direct implementation of skills under the guidance of the BCBA and/or data collection.