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Beehave Knowledge Base

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Client Intake

Overview

The intake process begins when a family first contacts Bee-Have and ends when the evaluation is scheduled. Families may contact us through the website or by phone. Louise and Kayla handle initial intake calls to determine fit and availability.

Website Inquiry Pathways

Families can submit inquiries through the website at beehaveserviceteam.com. All submissions are automatically stored and trigger email notifications.

Lead Form (Homepage)

When a family clicks the homepage CTA button, they submit a quick lead form with:

  • First name, last name, email, phone
  • SMS consent checkbox

Automated response to family:

  • Confirmation email with:
    • Link to schedule 30-minute consultation: cal.com/beehave/consult
    • Link to complete the full consultation questionnaire

Admin notification: Email sent to adminbee@beehaveserviceteam.com

Follow-up: Contact lead within 1 business day if they haven’t scheduled a call.

Consultation Questionnaire

Families who complete the full consultation questionnaire provide:

  • Parent contact information
  • Child’s name, date of birth, diagnosis
  • Home address
  • Behaviors of concern
  • Services interested in
  • Additional notes

Automated response to family: Confirmation email with scheduling link

Admin notification: Email with all submitted details

Processing:

  1. Review submission for mutual fit indicators
  2. Schedule consultation call via cal.com or contact directly
  3. Proceed to Initial Contact Screening (below) during the call

Families can complete consent forms digitally on the website. This is an alternative to DocHub for collecting signatures.

Form steps:

  1. Client Information (auto-calculates child’s age)
  2. Consent for Evaluation (digital signature)
  3. ABA Service Agreement (digital signature)
  4. Review & Submit

Features:

  • Supports drawn or typed signatures
  • Auto-saves progress (can resume if interrupted)
  • Signatures stored as images for records

Admin notification: Email with all information and embedded signature images

Family confirmation: Email with copies of both signatures

Data retention: All website submissions stored for 1 year for compliance.

Initial Contact Screening

During the first call with a new family, confirm:

  1. Mutual Fit - Is the family a good fit for Bee-Have, and vice versa?
  2. Availability - What would their availability look like for ABA services? Can we accommodate with current staff or do we need to hire?
  3. Out-of-Network Understanding - Does the family know we are an out-of-network provider where they pay out of pocket?

Intake Packet

Direct families to complete consent forms at: beehaveserviceteam.com/consent

Benefits:

  • Faster completion with auto-save
  • Digital signatures are legally valid
  • Automatic email confirmation to family
  • Admin receives notification with signature images

Option 2: DocHub

The intake packet can be sent electronically through DocHub for family signature.

Current version: CURRENT New Client intake Packet 2026.docx Location: SharePoint Assessments_Eval Paperwork/New client intake packet with consent forms/

Packet Contents

Client Information Form

  • Child’s name and date of birth
  • Parent(s) name(s)
  • Address and contact information
  • Referral source
  • Funding source
  • Child’s diagnosis (if any)
  • Emergency contact

Authorizes Bee-Have to evaluate and assess the child:

  • 2-4 hours of direct observation/evaluation
  • 2-4 hours of report writing post assessment
  • Report provided within 1-2 weeks
  • Fee payment within 1-3 business days via electronic invoice
  • Right to submit invoices to insurance for reimbursement

ABA Service Agreement

Explains:

  • Treatment activities, goals, and outcomes will be discussed
  • Initial sessions include skill assessments and preference assessments
  • For problem behavior, functional behavior assessment may be conducted
  • Data collection for ongoing evaluation
  • Confidentiality protections (with mandatory reporting exceptions)
  • Services provided by ABA therapists under BCBA supervision
  • Right to withdraw from services at any time
  • Professional relationship boundaries

Supporting Documents

DocumentPurpose
Background Info sheet.docxClient strengths, deficits, living situation, medical history
Behavior Screen Double Sided.pdfInitial behavior screening form
FAST.pdfFunctional Assessment Screening Tool
future Goal Idea sheet.pdfFamily input on treatment goals
Target behaviors sheet.docxDocument specific target behaviors
Bee-Have Company Index.pdfCompany information for families

Background Information Form

Collects detailed information about:

Receptive and Expressive Language

  • Strengths
  • Deficits

Learning

  • Strengths
  • Deficits

Self-Care

  • Feeding (strengths/deficits)
  • Toileting (strengths/deficits)
  • Dressing/hygiene (strengths/deficits)

Mobility

  • Strengths
  • Deficits

History

  • Living situation and family history
  • Cultural considerations
  • Primary language
  • Current residential situation
  • School placement and history
  • Medical conditions and medication
  • Previous or current behavior services

Behaviors/Areas of Concern

  • List of target behaviors for treatment

After Intake Paperwork is Signed

  1. Create client folder on SharePoint
  2. Add evaluating therapists to the client folder
  3. Place intake paperwork, client information sheet, and insurance card in folder
  4. Schedule evaluation with available BCBAs
  5. Contact family to confirm evaluation date/time
  • Website Inquiry Processing - Processing website form submissions
  • Client Assessment - Evaluation procedures
  • Parent Orientation - Introducing families to ABA services
  • Release of Information Form - For obtaining outside records