Assessment reports and ongoing progress reports are very important for the Service Coordinators to use in their program planning. Your date and observations are used to help establish current developmental levels, create outcomes for the child, help with program planning, drive services, and report progress to the state.
All reports should be submitted to the SC (for Early Start and Therapy services) and to the Clinical team (for behavior services) prior to the due dates. Please be proactive with getting these in so that the service coordinators have time to review them and reach out to you with any questions prior to their planning team meeting.
If the email to the SC bounces back, it means they are no longer on that caseload. If you cannot reach an SC or they are not responding to your messages, please follow the below:
You can call their number or the front office and ask to speak to the on call worker for the applicable unit to determine who it should be sent to. If you cannot get an answer or there is a vacant caseload, you can send it directly to the PM of that unit.
The list of the Early Start Program Managers and Units, as well as the clinical contacts can be found here
You can also find this information by running a report of your authorizations in the Service Provider Portal. Training guides and log info for the SPP can be found on the SDRC website
If there will be a delay in submission due to an unforeseen circumstance, please communicate this with the SC/ clinical team as soon as possible and provide a timeline for when it will be submitted so that the SC is not having to track the report down.
Due Dates
The assessment report is due within 30 days of completing the assessment.
We only fund for the initial assessment for therapy and over 3 intensive ABA. 805 IE and under 3 612/ 620 assessments should be integrated in to the first several sessions.
116 and 805 therapy assessments are allotted up to 2 hours for the assessment. You may only bill for the actual assessment time, including caregiver interview, observation, or 1:1 with the child. Recordkeeping and Report writing is included in your face to face rate and cannot be billed separately
116 and 805 therapy will be approved for the ongoing service at the same time as the assessment. You do not need to wait for assessment report approval to begin ongoing services. If you are recommending a change in the level of service from the original approval, please confirm the change with the SC prior to any change of service.
612 over 3 ABA assessments are provided with 12 hours for your assessment. On going service may not start until your assessment report has been approved and you have been provided with the details of the approved ongoing service.
Early Start Progress/ Annual reports are due every 6 months based on the child’s birth month. Please try to submit these 2-3 weeks prior to the due date.
Behavior Reports for over 3 are due after initial assessment and every 6 months
Early Start Annual and Exit reports should have age equivalencies in the developmental areas that the service provided is addressing
Exit reports are due 2-3 weeks prior to the child’s 3rd birthday
Report Checklists and Templates- please review the information below. You are welcome to use the templates. If you have your own template, you can use that as well, just please make sure the information in the checklist is included
805
116
116 can use the template for 805, just modify it to only address the developmental areas that you are working on
612/620
Sample Report ABA 0-3
Sample Report ABA 3+
Bx Consult Report template