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Beehave Knowledge Base

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Client Assessment

Overview

This document covers the evaluation and assessment process for new Bee-Have clients. Evaluations may lead to a client joining one of our caseloads. We typically schedule two BCBAs for evaluations - one conducts the parent interview while the other assesses the child.

Assessment Tools

Standardized Assessments (for insurance)

  • ABAS-3 - Adaptive Behavior Assessment System (administered via WPS)
  • Vineland - Adaptive behavior scales (administered via Pearson Q-global)
  • ABLLS-R - Assessment of Basic Language and Learning Skills

Skill Assessments

  • VB-MAPP - Verbal Behavior Milestones Assessment and Placement Program
  • MOTAS - Assessment tool (scoring sheet in SharePoint)

Behavior Assessments

  • FAST - Functional Assessment Screening Tool
  • QABF - Questions About Behavioral Function
  • DAYC-2 - Developmental Assessment of Young Children (Cognition, Social-Emotional)

Diagnosis Assessments

  • CARS - Childhood Autism Rating Scale (for clients needing diagnosis)

Pre-Evaluation Checklist

Before Scheduling

Louise and Kayla confirm during intake:

  • Is the family a good fit for us and vice versa?
  • What is the family’s availability? Can we accommodate with current staff or need to hire?
  • Does the family understand we are an out-of-network provider?

Before the Evaluation

  • Intake paperwork signed by family (via website /consent or DocHub)
  • Create client folder on SharePoint
  • Add evaluating therapists to client folder
  • Place intake paperwork, client information sheet, and insurance card in folder
  • Decide: Assessment only (client has diagnosis) OR Evaluation (to yield diagnosis)
  • Select standardized assessment for insurance (Vineland, ABLLS, ABAS, etc.)
  • Contact family to introduce yourself and confirm date/time
  • Ask parents about child’s favorite things to play with

What to Bring

From SharePoint Assessments_Eval Paperwork:

  • Consent form packet (current year)
  • Behavior Screening form with goal ideas attached
  • Preferred items based on parent input

During the Evaluation

Parent Interview (BCBA #1)

  • Referral behaviors: what they look like, when they occur, frequency
  • Antecedents and who is present
  • Possible functions of behavior
  • Child’s strengths and weaknesses/skill deficits

Child Assessment (BCBA #2)

  • Play-based assessment
  • Administer selected assessment tools
  • Behavior screening
  • Document observations and take notes

Important Reminders

  • Tell caregivers: “We want to see any and all behaviors, that’s okay if there is one”
  • Explain what the evaluation will look like (play-based, tag-teaming, note-taking)
  • At end: Ask if observed behaviors are typical of what they see daily

Closing the Evaluation

  • Let family know assessment will be completed in 1-2 weeks
  • Schedule electronic delivery of assessment + review call for same day or day after

Post-Evaluation Process

Electronic Assessments

  1. Send ABAS electronically to family via WPS
  2. Login to WPS Publishing (see credentials in secure location)
  3. Once received, download report and screenshot:
    • Score Summary Page
    • Score Profile Page
  4. Copy into assessment report template

Records Review

Request and review records from:

  • Previous/current disciplines (OT, PT, previous ABA)
  • Keep copies in client’s folder

Family Communication

Send follow-up email after receiving ABAS:

Dear caregiver,

We will send out the report by end of day today or first thing Monday. I will follow up with insurance after allowing 2-3 days of processing time.

While we wait for insurance, we will send the report to you electronically and schedule a Zoom call to answer questions. Either or both of you can be present. It should take 20-30 minutes with BCBA _____ and myself.

We are available [provide 2-3 time options]. Let me know if either of those work for you.

Best, BCBA _______

Submit to Insurance

  • Assessment report
  • Treatment authorization form
  • Diagnosis paperwork (for initial - to avoid rejection)

Assessment Review Meeting

Duration: 20-30 minutes via Zoom

Agenda

  1. Ask: “Would you like to go over the entire report or do you have specific questions?”
  2. Go over each section briefly, explaining importance
  3. Provide insurance update
  4. Discuss goals and any questions
  5. Introduce new hire/team if applicable
  6. Explain recommended hours (even if we can’t fulfill all initially)
  7. Parent education sessions - start with call/Zoom, then move into home
  8. Review Parent Index together (especially cancellation policies, school cases)
  9. Confirm start date and team assignment
  10. Specify parent support/sessions to start

Initial Parent Education Topics

  • 3-term contingency
  • Functions of behavior
  • Reinforcement vs. bribery
  • See visuals in training folder

Insurance and Payment Notes

Out-of-Network Explained

Bee-Have is an out-of-network provider:

  • Family pays out of pocket
  • Insurance cannot dictate our rates
  • Allows slightly higher rates for higher staff pay and quality of care

Offer to send insurance codes so family can check coverage.

Diagnosis Requirements

  • If evaluation yields a diagnosis from Doctor/Neurologist, insurance typically covers services
  • Bee-Have does not diagnose
  • Private pay (cash) option available but rare due to cost
  • We will provide services to any family regardless of diagnosis - if there is a need, we help

Assessment Templates

Located in SharePoint Assessments_Eval Paperwork/Initial Assessment Templates/:

  • [MAKE A COPY] Initial Assessment Template.docx
  • AkZe Initial Eval - TEMPLATE Copy.docx