Beginning Applied Behavior Analysis (ABA) therapy is a significant step in supporting your child’s development. The intake process is the first stage in this journey, designed to ensure your child’s therapy plan is tailored to their unique needs. Understanding what to expect can help you feel more prepared and confident. Here’s a guide to the key steps involved in the ABA therapy intake process:

Initial Contact

The intake process typically begins with an initial phone call with a Gateway Intake Coordinator, during this step, you’ll:

• Provide basic information about your child, including their age, diagnosis, and any concerns or goals you have for services. 
• Learn a bit about who we are, what we do, our availability, and processes.
• Discuss insurance processes and any additional steps that may be unique to your insurance. Our goal is to be a helping hand in navigating insurance. 

This is also an opportunity to ask questions and ensure we at Gateway are a good fit for your child and family.

Paperwork 

Next, you’ll complete intake forms and provide necessary documentation. This may include:

• Your child’s medical history and developmental milestones.
• A formal autism diagnosis and/or referral from from case manager
• Insurance information for billing purposes.

Completing these forms thoroughly helps the provider understand your child’s background and needs.

Interview & Assessment

During the parent interview, you’ll meet with a clinician to discuss your child in detail. Topics covered may include:

• Your child’s strengths, preferences, and areas of difficulty.
• Specific goals you have for ABA therapy (e.g., improving communication, reducing challenging behaviors).
• Daily routines, triggers for behaviors, and strategies you’ve tried in the past.

This step helps the Board Certified Behavior Analyst (BCBA) or other qualified health professional gather the context they need to create an individualized therapy plan.

The clinician will conduct a direct assessment of your child to evaluate their current skills and behaviors. This may involve:

• Observing your child in a natural setting, such as at home or in a clinic.
• Using structured activities to assess communication, social skills, and problem-solving abilities.

These observations allow the clinician to identify areas of strength and opportunity for growth.

Functional Behavior Assessment (FBA)

If challenging behaviors are a concern, the clinician may conduct an FBA. This process involves:

• Identifying the function of specific behaviors (e.g., gaining attention, avoiding tasks).
• Collecting data through observation and parent input.
• Developing strategies to address these behaviors effectively.

Developing a Treatment Plan

Based on the information gathered, the clinician will create an individualized treatment plan. This plan outlines:

• Targeted goals for skill development and behavior improvement.
• The methods and techniques that will be used during therapy.
• The recommended number of therapy hours per week.

Authorization & First Day

The treatment plan is submitted to the insurance payer for authorization for services. This process can sometimes include additional meetings or reviews. After services are authorized, the first therapy sessions are scheduled and logistics are confirmed, such as session location and times and the assigned team. 

Tips for a Smooth Intake Process

• Be Honest and Thorough: Provide as much detail as possible about your child’s needs and behaviors. This allows us to assemble a best fit team and develop an effective treatment plan.
• Ask Questions: Don’t hesitate to seek clarification about any aspect of the process. ABA therapy is a family led service; the more you understand, the more you and your child will get from therapy.
• Stay In Communication: Keep us up to date on insurance information and attend appointments as scheduled. The intake process can have various steps depending on your insurance therefore the best way to avoid delays is to stay on track and keep in contact with your Intake Coordinator.

The ABA therapy intake process is a comprehensive and collaborative effort to set your child up for success. By understanding each step and actively participating, you’re taking an essential role in shaping a therapy plan that meets your child’s unique needs. This initial investment of time and effort will pave the way for meaningful progress and positive outcomes.