Session Protocol
This SOP outlines the complete workflow for therapy sessions from preparation through documentation.
Before the Session
Confirm with Family
- Contact the family the night before or morning of session
- Send confirmation text: “Hi _____, I am in route to you, see you soon! :)”
- Confirm both home and school sessions
Arrival
- Arrive at least 5 minutes early to prepare
- Gather materials, games, and activities needed
- Review client’s programming in HiRasmus before entering
New Case Preparation
If you are new to a case, use the allotted 30 minutes of indirect time to review all client information on HiRasmus before your first session.
During the Session
Starting the Session
- Open HiRasmus app
- Select “Start Session” immediately when face-to-face with client
- Do NOT start session until you are physically with the client
Data Collection
- Take accurate data throughout the session on all programs
- Know your client’s goals and targets set by the BCBA
- Reach out to your BCBA with questions about programming
Professionalism
- Cell phones for data collection only — use “Do Not Disturb” mode
- No personal electronics (iPad, AirPods, iWatch, headphones)
- Respect household/school rules and expectations
- Redirect family concerns about programming or policies to the BCBA
After the Session
Complete Documentation
- End session on HiRasmus with correct end time
- Finalize session notes immediately
- Click “Send Now” blue button to complete appointment in Aloha
- Sign provider signature with your finger before leaving
Parent Feedback
- Provide brief clinical feedback to parent/caregiver
- Summarize skills worked on, reinforcement used, any behaviors
- Use positive and encouraging language
- Plan a few minutes for this before your scheduled end time
Team Communication
- Open Microsoft Teams
- Send audio or video message to client’s Hive team
- Include your BCBA and other therapists on the case
- Keep update under 5 minutes
- Cover: session highlights, behaviors, changes, collaboration needs
Session Timing Requirements
| Shift Length | Paid 10-Min Rest Breaks | Unpaid 30-Min Meal Breaks |
|---|---|---|
| Less than 3.5 hours | 0 | 0 |
| 3.5 - 5 hours | 1 | 0 |
| 5.1 - 6 hours | 1 | 1* |
| 6.1 - 10 hours | 2 | 1 |
| 10.1 - 14 hours | 3 | 2** |
| 14+ hours | At least 4 | 2 |
*Can be waived by mutual consent **Only one can be waived, and only if employee works less than 12 hours
Meal Break Rules
- Working more than 5 hours → entitled to 30-minute meal break
- Working less than 6 hours → can waive lunch (obtain waiver from Louise via ADP)
- Working more than 6 hours → must take lunch break
Related SOPs
- Session Notes — Documentation requirements
- Data Collection — How to collect accurate data
- HiRasmus Training — Software procedures
- Cancellation Policy — No-show and late cancellation handling