Employee Handbook

Welcome to Bee-Have! We’re delighted to have you join our hive.

At Bee-Have, we are dedicated to creating a positive and supportive environment where every team member feels valued, respected, and empowered to grow. Our company values integrity, professionalism, collaboration, and dedication to the families and communities we serve.

This handbook provides links to all our policies, expectations, and protocols. While this handbook provides a comprehensive guide, please be aware that policies may evolve to reflect new insights or best practices. Your supervisor will provide guidance on case-specific approaches when needed.

Contents

• Holidays
• Sessions
• Software
• Billing
• Attendance
• Professionalism
• Compliance
• Training
• Benefits
• Contacts
• Confidentiality
• All SOPs

2026 Scheduled Holidays

Spring Break: Not a company holiday. Staff may request time off.

See Attendance Policy for holiday details and time-off procedures.

Session Procedures

Your core daily responsibilities are documented in these SOPs:

Key Points

• Arrive 5 minutes early to prepare
• “Start Session” in HiRasmus when face-to-face with client
• Collect data throughout the session
• Finalize notes and click “Send Now” before leaving
• Send team update via Teams audio/video message

Software & Systems

Weekly Checklist

• Every Friday: Review Aloha schedule, verify all appointments completed
• Payroll Friday: Submit timesheet via Aloha website
• Daily: Check Teams and email at least once per workday

Billing & Pay

All billing details are in Billing.

CPT Codes Quick Reference

Indirect Rates

• RBTs: $20/hour
• BCBAs: $40/hour

Drive Time & Mileage

• $.725 per mile (client-to-client only)
• Time billed in 15-minute increments
• NOT reimbursed for home-to-work

Reimbursement

• $25/month allowance for toys, games, cleaning supplies
• Submit receipt photos to adminbee@beehaveserviceteam.com
• Can “roll over” to next month for larger purchases

Attendance & Time Off

Full details in Attendance Policy.

Punctuality

• Arrive 5 minutes before scheduled session
• Notify BCBA and family if running >5 minutes late
• Chronic tardiness (3+ times in 30 days) = disciplinary action

Sick Time

• 1 hour accrued per 30 hours worked
• If sick: message Admin + BCBA in Teams, update Aloha
• See Attendance Policy for decision guide on when to cancel

Vacation

• Request at least 2 weeks in advance
• Email adminbee@beehaveserviceteam.com
• Notify families of approved time off

Professional Standards

Full details in Code of Conduct.

Professional Boundaries

• No personal relationships with client families
• No social media connections with families
• No babysitting, birthday parties, or social events
• Redirect concerns to your BCBA

Dress Code

• Comfortable, professional attire
• Closed-toe shoes required
• No loose jewelry or dangling accessories
• Align with school dress policies when applicable

Communication

• Respond to inquiries within 24 hours
• All parent communication in group chat with BCBA
• Staff communication through Teams only

Compliance & Safety

Key Requirements

• HIPAA: No client names in Teams — use initials only
• Mandated Reporter: Report suspected abuse/neglect immediately
• Transportation: Never transport clients in your vehicle

Training & Development

Onboarding Training

During onboarding, complete training videos via Planner (approx. 2 hours total). Paid as indirect time.

Training Documents

• Behavior Management Training — ABA fundamentals
• Prompting Training — Prompt hierarchy and fading
• Parent Training Guide — Conducting parent education
• RBT Training Guide — RBT requirements and training

Ongoing Development

• Monthly Check-ins: 15-30 minutes with Kayla and Louise
• Team Hive Meetings: Bi-weekly with your BCBA
• Company Training: Monthly at WeWork in Irvine
• HappBEE Hours: Monthly company social event
• Annual Evaluation: At your hire date anniversary

Benefits

Health Insurance

Available after 3 months of employment.

• Must maintain minimum 20 hours/week
• Contact Louise for plan details

Payroll

• Bi-weekly via ADP
• Direct deposit on Fridays
• Hours convert from Aloha automatically

Important Contacts

Emergency

• 911 — Life-threatening emergencies
• Child Protective Services: 1-800-207-4464

Non-Compete & Confidentiality

By working at Bee-Have, you agree to:

• Not work with Bee-Have clients for 24 months after leaving
• Keep all client information, training materials, and company documents confidential
• Return all company property upon employment end

Full SOP Index

Daily Use

Client Onboarding

• Client Intake — Initial contact and insurance verification
• Client Assessment — Conducting evaluations
• Website Inquiry Processing — Handling form submissions

Clinical Documentation

• FBA Protocol — Functional behavior assessment
• Online Assessments — WPS and QGlobal platforms
• Progress Reporting — Monthly and quarterly reports
• Discharge — Ending services appropriately

Billing

• Billing — CPT codes, billing procedures, billable vs. non-billable

Compliance & Safety

• HIPAA — Protecting client information
• Incident Reporting — Documenting and reporting incidents
• Emergency Procedures — Safety protocols
• Code of Conduct — Professional and ethical standards

Software Training

• HiRasmus Training — Data collection software
• Aloha Training — Scheduling and timesheets
• Microsoft 365 Training — Teams, Outlook, SharePoint

Clinical Training

• Behavior Management Training — ABA fundamentals
• Prompting Training — Prompt hierarchy and fading
• Parent Training Guide — Conducting parent education
• RBT Training Guide — RBT onboarding and training

Employee Policies

• Attendance Policy — Punctuality, time-off, sick leave
• Email Setup — Setting up new employee accounts
• Email User Management — Managing email accounts
• BCBA Supervisee Self-Assessment — Supervision self-evaluation

Phone System

• Main Line — Business phone routing (Twilio)

SOPs by Role

For RBTs: HiRasmus • Aloha • Session Protocol • Session Notes • Data Collection • Attendance

For BCBAs: Assessment • FBA Protocol • Online Assessments • Progress Reporting • Billing • Parent Training

For Admin: Client Intake • Website Inquiries • Email Setup • Email Management

For All Staff: HIPAA • Code of Conduct • Incident Reporting • Emergency Procedures

Acknowledgment

Compliance with this handbook is essential. Failure to adhere may result in:

• Verbal or written warning
• Mandatory meeting with supervisor and owners
• Impact on performance evaluations
• Termination

Questions? Contact adminbee@beehaveserviceteam.com

Louise Casey, M.A., BCBA Kayla Peterman, M.A., BCBA