Welcome to Our Parent Handbook
At Beyond The Spectrum ABA Therapy (BTS), we believe that building a strong partnership with parents is essential to the success and well-being of every child we serve. This Parent Handbook is designed to provide you with important information about our services, policies, and procedures, ensuring that you are well-informed and comfortable as we work together to support your child’s growth and development. We encourage you to review this handbook regularly and reach out to us with any questions or concerns. We are here to support you every step of the way!
CLIENT RIGHTS
At Beyond The Spectrum ABA Therapy (BTS), we uphold a strong commitment to client rights. These include, but are not limited to:
- Equal opportunity for admission, regardless of age, gender, ethnicity, or religious background.
- The protection of your confidentiality and privacy.
- Sensitivity to cultural differences in all interactions.
- The right to be free from physical and psychological abuse or neglect.
- The right to be free from unnecessary restraint.
- The ability to actively participate in your child’s planning, decision-making, and treatment process.
- Preservation of personal dignity.
- Personal safety and protection.
- Services delivered in the least restrictive and most appropriate environment.
- The right to accept or refuse services.
- The right to decline participation in any research.
- The ability to voice concerns and receive timely, appropriate responses.
- Access to understandable information regarding evaluation results, treatments, and examinations.
- The freedom to practice your religion.
- The right to access your child’s medical records.
- Access to translation services, if necessary.
Ethics
Employees at BTS are not allowed to accept gifts, except for low-cost food items brought for the entire staff at the center.
BTS employees cannot engage in dual relationships with clients; interactions with clients or their families are strictly limited to therapy time.
Our staff is dedicated to acting in the best interest of the client (the primary recipient of services) and their family, irrespective of who is financially responsible for the services.
BTS does not offer monetary incentives or any other form of compensation to parents for attendance or recruiting other clients.
If you feel that an ethical violation has occurred, please contact your assigned Clinical Director (acting as the company’s ethics officer), or file a formal complaint with BTS.
Complaints
As a part of the BTS network, each location operates as an independent business. If you have concerns, please reach out to the CEO or manager of your specific BTS location.
If a satisfactory resolution is not achieved, you may submit a complaint to our corporate office via the complaint form on our website at https://www.btsabatherapy.com/complaint-form. We will begin an investigation immediately, and written findings and recommendations will be provided to you within 15 business days.
If you believe your privacy rights have been violated, you may file a complaint with the U.S. Department of Health and Human Services.
BTS Privacy Policy
Client Privacy Rights
- You have the right to access your Personal Health Information (PHI) at any time without incurring a fee.
- You can request to know who has had access to your PHI within the last 6 years.
- You have the right to limit the access we have to your child’s health records.
- You can revoke previously granted access to your child’s PHI at any time.
BTS Privacy Rules
- BTS employees are not permitted to communicate through text messages. The only HIPAA-compliant communication methods are via phone calls, encrypted messages, or in-person interactions.
- Parents are prohibited from taking pictures, videos, or audio recordings of clients during therapy hours.
BTS Will Maintain the Privacy of Your Personal Health Information (PHI)
- We will not use or disclose your PHI for marketing or fundraising purposes. We will not sell your PHI to anyone.
- Your PHI will only be used for treatment purposes.
- Your PHI will only be disclosed to the child’s legal guardian, and any sharing of PHI with others will require written authorization from the legal guardian.
BTS Security System
All BTS centers are equipped with video cameras that record both video and audio. These recordings are displayed in the parent viewing room and are stored securely on a password-protected server for approximately one month before being overwritten.
Parents may request to view the recorded video feed at any time. In the event of an unlikely incident, the recorded session will be stored for up to three years.
The recordings may be used for training purposes, both for staff and parents, but will not be used for any public purposes.
While at BTS, parents also agree to keep all information obtained from observing therapy sessions confidential, especially information regarding other clients.
Other Exceptions
In some circumstances, BTS may disclose your PHI without your written permission when required by law. These situations include, but are not limited to:
When disclosure is required by federal, state, or local law, including legal proceedings, law enforcement requests, or government agencies.
When disclosure is necessary to comply with health oversight activities, such as audits, surveys, and investigations.
If disclosure is necessary to prevent or mitigate a serious threat to health or safety, such as when a client poses a risk to themselves or others.
Disclosure mandated by child or elder abuse laws, or when there is a reasonable suspicion of abuse or neglect.
When required by company attorneys, accountants, consultants, and other professionals to ensure compliance with applicable laws.
To your health insurance provider to obtain information about benefits or payment for treatment and services.
In the case of emergencies, such as during a hospital visit.
Privacy Breach
The BTS Clinical Director serves as the HIPAA Privacy Officer. Any HIPAA violations should be immediately reported to them.
If BTS becomes aware that an unauthorized individual has accessed your Protected Health Information (PHI), we will notify you promptly in writing.
Training and Collaboration of Care
Impact Of Caregiver Involvement
The involvement of parents and caregivers plays a critical role in the success of a child’s therapy. Studies consistently show that the most significant improvements occur when parents, practitioners, and therapists work as a team. Parental involvement is vital not only in supporting learning at the center but also in ensuring that the skills learned are generalized to the home and community environments.
Parent Involvement
At BTS, our Behavior Analysts work closely with parents during the treatment planning process. No significant changes to treatment plans will be made without your explicit consent. We value transparency, which is why we offer a viewing room where parents can observe the live feed of their child’s sessions. In addition, each parent is granted access to our electronic medical record system, where they can view the child’s appointment schedule, track data collection, and access detailed reports.
Parent Training
As part of your child’s treatment plan, BTS offers weekly Parent Training sessions. It is mandatory for parents or primary caregivers to attend these sessions, which are tracked through our Central Reach Program. If a parent misses more than 15% of the scheduled sessions, the child may be asked to leave the program. These training sessions are designed to teach parents, grandparents, babysitters, and other caregivers how to apply ABA techniques in daily routines—such as during play, meals, self-care, and when addressing challenging behaviors.
Your BCBA (Board Certified Behavior Analyst) may use video footage from our security system to provide specific examples for training. Each parent will also be assigned specific goals, and their progress toward these goals will be objectively measured, with data collected regularly to track improvement.
E-Learning
For those parents interested in expanding their knowledge of ABA techniques outside of in-person sessions, BTS offers e-learning opportunities. Parents can access training videos through Central Reach Institute and our BTS YouTube Channel. Additionally, helpful articles are available on our blog to further assist parents in understanding and implementing ABA practices at home.
Training Workshops
BTS regularly hosts FREE workshops and autism-related events for the public. We encourage our clients’ families to attend and invite their friends. These workshops are a great opportunity to learn more about ABA, autism, and effective strategies to help support your child’s development. For more information, visit our events page on the BTS website.
Collaboration Of Care
At BTS, we recognize the importance of a collaborative approach to ensure the best outcomes for your child. With your written consent, our Behavior Analysts will coordinate with your child’s other healthcare providers, including occupational therapists, speech-language pathologists, and physicians, to create a comprehensive and unified plan of care.
With your written permission, BTS Behavior Analysts will also work with your child’s school. This collaboration includes assisting in the development of Individualized Education Plans (IEPs), creating behavior intervention plans, and offering direct training to school staff. Our analysts may also conduct assessments and evaluations at school to ensure the child’s needs are fully supported in all environments.
Our Inclusive Teams
At the center, children are organized into specialized ‘TEAMS’ based on their developmental levels, ensuring they receive the personalized support they need. Each team is tailored to address the unique challenges and strengths of every child. Children are grouped according to their developmental abilities to ensure that higher-functioning children are not influenced by the behaviors of those with fewer social or functional skills. Milestones of progress and achievement are celebrated as children advance and ‘graduate’ from one team to the next, marking their growth and accomplishments.
The Bloomers
This Team is designed for children who require substantial support. These children score at Level 1 on the VB-MAPP (Verbal Behavior Milestones Assessment and Placement Program), which corresponds to skills ranging from 0-18 months. Children in this Team typically show severe deficits in verbal and nonverbal communication and may have limited social interaction skills. Therapy goals in this Team focus on reducing problematic behaviors and building basic communication skills. Children in this Team often receive one-on-one therapy in a private therapy room with minimal distractions.
The Explorers
This Team is for children who require moderate support, scoring at Level 2 on the VB-MAPP (18-30 month skills). These children may show deficits in verbal and nonverbal communication and have difficulty with social interactions. Treatment goals in this Team focus on enhancing verbal communication skills and improving social interactions. Children in this Team may work in a shared therapy room to help them adjust to distractions and interact with peers.
The Catalysts (TCs)
For children requiring limited support, scoring at Level 3 on the VB-MAPP (30-48 month skills), this Team focuses on improving problem-solving skills, social interactions, independence, and generalization of learned behaviors. Children in this Team typically receive therapy in settings that mimic school environments, such as Team therapy rooms with various distractions. Goals in this Team are more advanced, including improving social skills, communication, school readiness, and self-help skills.
The Mastery Team (TMT)
This Team is designed for children who have mastered the VB-MAPP and may already attend mainstream school settings. However, they may need additional support in areas like social interactions, communication, and independence. Therapy in this Team takes place in the home or in public spaces, where the focus is on building advanced social skills, independence, and community integration. Goals in this Team include refining social skills and promoting self-sufficiency.
Skills Assessment
Every six months, a Behavior Analyst at BTS will conduct a thorough skills assessment for your child. This assessment helps to establish treatment goals tailored to your child’s needs. The Behavior Analyst will then train our Behavior Technicians to implement these individualized programs. Our technicians work directly with your child, collecting data on their progress during each session.
Our Behavior Analysts regularly observe the therapy sessions to ensure the treatment plans are being followed correctly and safely, and they make adjustments as necessary to optimize the child’s progress.
Quality Control
At BTS, we believe that the quality of our services directly impacts the success of each child. As a leading provider of ABA therapy, we adhere to a manual of best practice guidelines, ensuring that our services meet the highest standards. We provide thorough training to our RBTs (Registered Behavior Technicians), close supervision by BCBAs (Board Certified Behavior Analysts), and evidence-based programming informed by the latest research.
We use only scientifically validated methods for teaching new skills and reducing challenging behaviors. Parents are encouraged to avoid using non-evidence-based methods that might hinder their child’s development or interfere with the ABA therapy program.
Each BTS location is supervised by a Clinical Director who ensures the quality of care provided, and the clinical standards are regularly monitored and verified by our corporate office.
IN-SCHOOL POLICIES
ADMISSION CRITERIA
Referral: Students must have permission from the school. In-school sessions are offered to clients who need improvement with classroom participation and forming or maintaining social relationships.
Level of Functioning: In-school sessions are available for clients who demonstrate the requisite academic and communication skills needed to participate in the classroom.
Aggression: A Behavior Analyst will evaluate if the classroom setting is appropriate and properly equipped for your child’s level of aggression. In-school sessions are offered to clients whose needs do not exceed 1:2 adult support and who do not pose serious health risks to other children.
Individual Education Plans
BCBA’s ensure that the child receives the highest quality care.
BCBAs ensure appropriateness of goals.
BCBAs help create clarity and consistency for behavior plans.
PULL-OUT SESSIONS
A student may be pulled out of the classroom for special education services when:
- The child requires 1:1 attention or more support than the classroom teacher can provide.
- The child exhibits disruptive behavior that may inhibit other students’ learning.
- The child is unsafe or may harm others in the classroom.
- The child requires a quieter setting than what is available in the general education classroom.
SHADOW SESSIONS
Shadowing is appropriate for children who are able to be included in the classroom but may:
- Need extra assistance following an IEP.
- Need extra assistance following a Behavior Plan.
- Need extra support, accommodations, or adaptations for learning differences.
PARENT TRAININGS
Parents are required to participate in Caregiver Training.
- Parents will be trained on how to implement the IEP behavior plan in the home setting, ensuring consistency across all environments.
- Parents will be given “homework assignments” and will be frequently contacted about these assignments.
IN-CENTER POLICIES
ADMISSION CRITERIA
- Age Restrictions: We serve children between the ages of 18 months and 18 years old.
- Medical Care: A Behavior Analyst will evaluate if our clinic is appropriate and properly equipped for your child’s level of medical care.
- Aggression: A Behavior Analyst will evaluate if our clinic is appropriate and properly equipped for your child’s level of aggression. In-center sessions are offered to clients whose needs do not exceed 1:2 adult support and who do not pose serious health risks to other children.
BEFORE YOUR SESSION
- Get Dressed! Children should be dressed and fed prior to drop-off (unless these skills are being addressed in the program). Please send your child with all clothing necessary for the weather, including shoes, socks, and jackets if needed.
- Pack a Lunch and Water Bottle! Due to safety reasons, we do not provide meals or snacks. All students are expected to pack a lunch and a reusable water bottle. Please notify the facility in writing of any allergies or medical conditions.
- Pack Diapers and Clothes! Clients enrolled at our center are not required to be toilet-trained, but parents must send in the appropriate diapering and/or toileting supplies, including diapers, wipes, creams, clothing changes, and gloves.
- Pack Medicine! Parents must supply their child’s medications and complete the medication administration form.
- Pack Toys and Snacks! Children learn best when they are motivated. Let us know what rewards your child enjoys, and we encourage parents to provide an assortment of their child’s favorite items.
- Pack Electronics! Clients may bring personal devices such as communication boards or iPads, but a release of liability form must be completed by the parent. Parents are responsible for any damage to BTS property or a staff member’s property.
- Leave The Pets at Home: Pets are not permitted in the center without prior approval.
DURING YOUR SESSION
- Sign In! Upon arrival, parents must sign in, ensuring the accuracy of hours. BTS is not responsible for children outside of checked-in hours. Parents are responsible for children in the parking lot or outside the center.
- Parents are welcome to view their child’s session from our Viewing Room. All non-client minors (such as siblings) must be accompanied by an adult at all times.
- Your child will alternate between treatment rooms and common areas (e.g., playroom or art room).
- Parent Trainings! Parents must participate in Caregiver Training and will be frequently contacted about assignments.
AFTER YOUR SESSION
- Don’t Be Late! We will charge a $25 late pick-up fee for every 15 minutes past your scheduled session.
- Sign Out! Parents must complete the sign-out form at the end of each session. If someone other than the parent picks up the child, a form must be completed to authorize the pick-up.
- Daily Reports: Parents will receive a daily report on progress made within the session.
- Contact Us: Open communication is crucial for a successful program. Please reach out with any concerns.
IN-HOME POLICIES
ADMISSION CRITERIA
- High Social Functioning: In-home sessions are offered to clients who need to build independent living skills, self-help skills, or generalize from center-based therapy. Typically, these clients are over 5 years old.
- No Aggression: Clients may not have exhibited aggressive behavior during the assessment or in reports from parents or schools within the last 60 days.
- Geographic Restrictions: In-home sessions are available to clients within 10 miles of the center.
Saturday Sessions Policy – In-Home Therapy
At Beyond The Spectrum ABA Therapy (BTS), Saturday therapy sessions are conducted at the client’s home on a voluntary basis, depending on therapist availability. Therapists are not required to work on Saturdays, and any weekend sessions must be prescheduled in advance.
To schedule additional therapy hours or request makeup sessions for missed appointments, please contact the office manager. They will assist with checking therapist availability and arranging the session accordingly. All sessions are subject to therapist schedules and our in-home policy.
BEFORE YOUR SESSION
- Get Dressed! Ensure children are dressed and fed before the session (unless this is addressed within the program).
- Designate a Therapy Area: Prepare a clean, quiet, and distraction-free space for therapy. The area must be free from animals, weapons, illegal substances, or any safety hazards.
- Fun Toys! Motivating children to learn is our priority. Let us know what rewards your child enjoys, and provide an assortment of their favorite items.
- Plan to Stay: A responsible adult must be present at all times during therapy. BTS staff are not allowed to change diapers, undress, or bathe a child. Parents will also be responsible for administering first aid when necessary.
DURING YOUR SESSION
- Sign In! Parents must complete the sign-in form at the start of each session.
- Get Ready! Therapists may use the first and last 15 minutes of the session for setup and cleanup.
- No Distractions: BTS therapists are not obligated to work with siblings unless specified. Pets are not allowed in the therapy area.
- Liability: Parents are financially responsible for damage caused by their child to BTS or a staff member’s property.
AFTER YOUR SESSION
- Sign Out! Parents must complete the sign-out form.
- Daily Report: Parents will receive a daily report on progress made during the session.
- Off-Limits: Therapy materials and reinforcers should not be played with outside therapy hours.
- Parent Training: Parents must participate in Caregiver Training, and will be given assignments to complete and review.
HEALTH POLICY
Child Illness
Clients and staff who have a contagious condition (or symptoms that prevent effective therapy) should be sent home. If your child is ill, please inform the scheduling manager to cancel the session at least 2 hours prior to the start. If a therapist notices symptoms during a session, they will contact you immediately and terminate the session.
Medication
Clients and staff who have a contagious condition (or symptoms that prevent effective therapy) should be sent home. If your child is ill, please inform the scheduling manager to cancel the session at least 2 hours prior to the start. If a therapist notices symptoms during a session, they will contact you immediately and terminate the session.
- Parents are encouraged to administer medications before drop-off.
- If BTS administers medications, staff is not trained for medical procedures and is immune from liability related to medication administration.
- All medications must be FDA approved and given directly to the BCBA or Office Manager. Medications will be stored safely and returned to parents if unused or expired.
SAFETY POLICIES
The safety of our clients is our top priority.
- Physical Safety: All centers have restricted access to treatment areas. Visitors are escorted by a manager.
- Staff: All staff undergo background checks and are CPR/BLS certified.
- Drills: Regular safety drills (lock-down, evacuation, weather) are conducted.
- Cameras: All treatment rooms are under 24-hour video surveillance.
- Cash: No cash is stored overnight at the center.
- Transportation: BTS staff do not transport clients; third-party transportation is used when necessary. Parents must provide car seats if required.
EMERGENCY POLICIES
The safety of our clients is our top priority.
- Weather Emergencies: Children will be moved to safe areas during extreme weather.
- Medical Emergencies: BTS will call EMS in case of serious injury or illness.
- Emergency Evacuation: Children will evacuate to a designated safe area in case of emergency.
- Other Emergencies: In rare cases (e.g., power loss), parents will be contacted to pick up children if the situation is unsafe.
EMERGENCY CONTACT
Parents are required to keep updated emergency contact information.
FIELD TRIPS
BTS offers clients opportunities to practice social lessons in real-world settings. Parent volunteers may accompany clients. A Field Trip Consent Form is required for participation.
MEDICAL RECORDS
BTS ensures full transparency regarding your child’s health. You have access to your child’s electronic medical records.
ATTENDANCE POLICY
- REGULAR ATTENDANCE: It is essential that your child attend therapy on a regular basis to ensure their optimal success. Attendance must be maintained at a level of 85% of scheduled sessions each month, and over the duration of enrollment. Chronic absenteeism and/or tardiness may be grounds for dismissal from the program or the decision not to permit enrollment for the next year.
- TARDINESS/LATE ARRIVALS: It is essential that clients and parents arrive at the center in a timely manner. Clients who have problems maintaining regular attendance will be reminded of the attendance policy. Clients who continue to fail to attend regularly may have the number of days of attendance reduced, or may be withdrawn from the program.
- LATE PICKUP FROM CENTER: If you are going to be late, please call and let the staff know. There is no childcare staff member scheduled beyond your session time. Should there be a circumstance where a child is left at the BTS center after their scheduled session, there will be a $25 fee for every 15 minutes that a parent arrives after the end of the session time, with no exceptions.
- PLANNED ABSENCES: Planned absences include doctor, dental, or therapy appointments which cannot be scheduled after BTS hours, death in the family, vacations, hospitalizations, or any other unusual circumstances acceptable to the Program Director. When a parent anticipates an absence, they should notify the scheduling manager in advance. Enrollment cannot be suspended for more than one week at a time, except in rare, unusual extenuating circumstances. If this occurs, the client may be withdrawn from the program and may reapply to BTS when their situation has changed.
- UNPLANNED ABSENCES: If your child cannot attend therapy for any reason, notify BTS as soon as possible. BTS must be notified of all absences at least two hours prior to the scheduled start time of therapy. BTS will charge a $50 no-call/no-show fee (and in-home mileage fees) for unannounced cancellations.
- BAD WEATHER: In the event of inclement weather, BTS will follow closures of the school district in which the center lies. BTS will post unexpected clinic closures to our Facebook page and do our best to call each parent.
Operating Hours & Holidays
Holiday Closures & Hours of Operation
At Beyond The Spectrum ABA Therapy (BTS), we want to ensure that our clients are well-informed about our schedule during holidays and regular working hours. Below is our policy for holiday closures and hours of operation:
Hours of Operation:
Our office is open Monday through Friday, from 8:00am to 4pm.
Saturday Sessions:
Saturday sessions are voluntary and based on therapist availability, as outlined in our Saturday Sessions Policy. If you need to schedule a session or inquire about therapist availability, please contact the office manager.
Holiday Closures:
BTS will be closed on certain holidays to allow our team to spend quality time with their families and recharge. We also recognize the importance of this period for our clients and their families, and we support the opportunity to spend time together.
These closures will be communicated to families in advance to allow for proper planning of any session adjustments. During holiday closures, no in-home therapy sessions will be scheduled.
We encourage families to contact us ahead of time for any scheduling needs to ensure continuity of care during holidays or busy periods.
CLOSURES
BTS IS CLOSED FOR THE FOLLOWING HOLIDAYS:
- New Year’s Day
- Memorial Day
- Independence Day
- Labor Day
- Thanksgiving Day
- Day after Thanksgiving
- Christmas Day
FEES
BTS will obtain pre-authorization from your insurance before ABA services begin. This pre-authorization is not a guarantee of payment by your health insurance. You are responsible for notifying us of any policy changes. BTS will file your insurance claims for you. You are responsible for any fees not covered by your insurance company, including co-pays, deductibles, and fees.
FEES NOT COVERED BY INSURANCE:
- BTS charges an annual registration fee per child.
- BTS charges mileage fees for in-home or in-school sessions.
- BTS will charge a late fee for every 15 days that payments are late.
- BTS will charge a fee for each returned check (such as NSF).
- BTS charges a no-call/no-show fee (and applicable mileage fees) for unannounced cancellations.
- For in-center therapy, BTS will charge a late pick-up fee for each 15 minutes after the end of the scheduled session time.
- BTS charges fees for field trips. This is usually planned in advance, and parents will be informed and consent taken.
- BTS will charge a diaper fee ($1 per diaper) if you do not supply your own to the center.
- BTS charges a forgotten lunch fee.
MAKING A PAYMENT
- At the beginning of each month, BTS will send you a monthly invoice for balances left unpaid by your health insurance.
- Payment is due in full within 15 days of receipt of monthly service invoices.
- BTS accepts cash, check, or credit card (fees apply).
- If you have a question or objection to fees assessed, you must contact us within 90 days of receipt of the relevant invoice in order to allow review and consideration. Inquiries regarding invoices over 90 days old will be deemed untimely and payment will be expected for services. If necessary, we may seek assistance from an outside party in order to collect payment for services.
Parent Viewing Room Guidelines
At Beyond the Spectrum ABA Therapy, we believe parental involvement is valuable in supporting a child’s progress. Our live video monitoring system allows you to observe your child’s therapy sessions in real time, providing insight into their development and the strategies used in therapy.
To maintain a structured, confidential, and respectful environment, please follow these guidelines:
Viewing Room Rules- Parents may observe their child’s session through the TV monitors mounted on the walls.
- For privacy and therapy effectiveness:
- Parents MAY NOT enter therapy rooms – or intervene in sessions, even during challenging behaviors. Our trained professionals will handle all situations. Please trust the process.
- ABA therapy – May involve difficult moments, but these are opportunities for learning and growth.
- Adjust the screen – To view only your child.
- Do not take videos, photos, screenshots, or record – Any part of the session.
- Do not share or discuss – Any information about other children or situations observed.
- Confidentiality is legally enforceable – You signed an agreement and must abide by it.
Need Assistance?
- If you have any questions or experience technical issues with the viewing equipment, please ask a staff member for assistance. We are happy to help!
Join Our Mission
We ask all parents to uphold and support our mission of protecting every child’s:- Confidentiality & Privacy
- Respect, dignity, fair and equal treatment
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Thank you for respecting these guidelines and for supporting a safe, secure, and confidential environment for all families!