Documentation Procedures
What types of appointments need to have a corresponding SOAP note in Catalyst?
All GREEN appointments (including direct and indirect appointments) must have a corresponding SOAP note.
What is the internal deadline procedure for all ABA clients funded by IRC?
2 months prior to the authorization end date
True or False:
Insurance funded clients are able to receive more than 50% of their authorized services in the school setting without IBH approval.
False.
If we have parent consent, school consent, funding consent, and there is a clinical need for more than 50% of the authorized services to be completed in the school setting, you must receive approval from Dr. Jebelli.
What data is required to be collected for parents during sessions?
Parent participation duration
2 active parent goals
True or False:
It is best practice to utilize the Catalyst App when inputting indirect SOAP notes.
False
If you utilize the app for indirect SOAP notes it will act as if you had a session with the client and it will zero out any behaviors that are set to be zeroed out (leading to inaccuracies in data).
What is the internal due date procedure for Early Start clients?
1 week prior to the authorization end date on NPA.
*You can also cross reference the IFSP for the projected review dates*
Who should you email when a case terminates/exits, goes on hold, or resumes services?
Heather and Liz should be included in all case status updates
If a case is terminating/exiting, Azie should also be included in the email communication
What are the training procedures for any BI completing services in the school setting?
-BI must be initially trained by Supervisor
-BI must complete annual refresher training (w/ a scored quiz)
-An email must be sent to Amanda, Ben, and Liz upon completion of these trainings for documentation purposes. If it is an annual refresher training, the quiz outcomes should be attached.
How should you document an Early Start cancellation?
It is required to document all session cancellations, rescheduling attempts and make up session cancellations for EARLY START clients.
All documentation and communication can be included in the client appointment in the “office notes” section.
This includes cancellations for BIs and Supervisors.
Please explain the importance of submitting reports by the internal deadline.
-There could be a lapse in service due to lack of funding which could have been avoided.
-It is our ethical obligation as practitioners to ensure timeliness in our service related-administrative responsibilities (Ethics Code for Behavior Analysts 2.02)
Name 3 reasons you should email an early start's Infant Service Coordinator.
-Notify of initial start date of services (must be within 1 week of receiving case assignment)
-Communicate if goals are not appropriate for the client
-Notify if sessions are on hold or parent is requesting to terminate services
-Notify of any special incidents
Who utilizes the IEHP parent training (S5111) service code?
-Masters level supervisor completing parent training
-Lead Supervisor must complete IEHP parent training for Jr. Supervisors that do not hold a Masters degree.
At minimum, what documents should be uploaded to all client Catalyst accounts?
-Most recent report
-BIP (if applicable)
Explain where you can find the document listing all the funding sources with their internal report deadlines.
Supervisor drive > Report writing templates/documents > Additional report documents > Report deadlines (08_2024)
Explain when a client should have an "active" Catalyst account and when it is appropriate for the client's Catalyst account to be "deactivated" AND who you communicate with to complete the activation and/or deactivation.
-Clients should only have an "active" Catalyst account if they are actively receiving services and data is being collected.
-Catalyst accounts should be "deactivated" when services are placed on hold or services are being terminated.
-All Catalyst activation and deactivation requests should be communicated with Liz.
What goal(s) REQUIRE a BCBA to be actively involved throughout the intervention?
Toilet Training
What is the formula for calculating and documenting parent participation on a report?
Total monthly minutes divided by 60 and then divided by the number of monthly treatment hours X 100.
If an early start client's average percentage for a goal across the last 3 consecutive sessions is 45%, what is the "status terminology" you should use when reporting on that goal?
"Goal in Progress"
-Goal Emerging (0-30%), Goal in Progress (31-79%), Goal Met (80-100%)
Explain IBH mandated reporting procedures
1. Notify IBH team immediately (Lead Supervisor, Regional Clinical Director, Heather, Dr. Jebelli, and Amanda)
2. Call Hotline immediately after notifying IBH team or as soon as practically possible for CPS and within 2 hours for APS
3. Complete and submit written report to internal team email thread. Reports must be faxed by Amanda to the appropriate agency within 36 hours of the incident for CPS and within 2 working days of the incident for APS.
Explain how many monthly indirect hours are allotted for the following clients.
-Inactive clients
-IRC clients
-Non-IRC clients
-Inactive Clients: No indirect service hours unless the work is specifically related to report writing.
-IRC Clients: Indirect should be strictly limited to report writing and the initial setup of a new client in Catalyst. No other indirect work should be rendered for IRC clients unless approval is granted by Azie.
-Non-IRC Clients: A maximum of 2 hours per month of indirect service hours may be used for research, stimuli development, or program planning as long as your minimum direct supervision is met.