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Archive for the ‘ABA Business Matters’ Category

Ok! that moment you have all been writing about and waiting for has arrived! I have finally made enough time in my life to copy and paste our BT/RBT Onboarding for you. I’m so thrilled to be able to share anything that will make your lives easier. Thank you for your positive feedback on our previously posted BCBA Onboarding! Please know that I am always open to suggestions so please don’t be too shy to speak up.

As with our BCBA onboarding, this does not include the basics such as the job application, i9, or W4. We have recently starting using an HRIS program. (After a long and careful search, we went with Bird Dog HR because within their performance management section, they offer the ability to do electronic score cards. What better way to give feedback than an OBM strategy!?!?) So employees use that system to complete the new employee basics. This list is all other training they have to do. This is also laid out in our BirdDogHR platform so it’s really a PSI for staff as they get acclimated with Applied Behavioral Strategies as an employer.

Note that all of this training comes with handouts and forms for attestation. Some of our training is also in video format so staff don’t get bored just reading things.

Phase 1: Completed in Conjunction with HR & Onboarding Team

 

  1. Fingerprint Appointment and results
  2. NPA Code Metro Training (note, this is our practice management software. Billing and time keeping)
  3. NPA for MAC users
  4. First Aid/CPR
  5. HIPAA training video and attestation (includes HIPAA and social media. Check out this cool paper my colleagues and I wrote on this topic!)
  6. ABS Policies & Procedures Manual which also includes an attestation that staff read it.
  7. Billing Memo and Attestation. We do this to help prevent fraud. Want to know more, check out our webinar on Ethical Issues Related to Billing for ABA Services.
  8. Mandated Reporter Training
  9. Sexual Harassment Training
  10. ABS Incident Report Training

Phase 2 Training: Independent and with Training Coordinator (BCBA)

  1. RBT Training (BT) and/or change RBT supervisor with BACB
  2. RBT certificate/documentation: send to HR
  3. NPA Code Metro GO Training (using phone to render services and obtain signatures)
  4. Review Policy & Procedure (ask if RBT has questions)
  5. Review NPA Code Metro to ensure timesheet for training entered appropriately
  6. Review NPA Code Metro locking & service log review
  7. Review NPA Code Metro scheduling and service authorization
  8. Review ABS Internal Task Analysis for NPA Code Metro
  9. Review NPA Code Metro client appointment, cancellations, mileage, drive time, and time off
  10. Review NPA Code Metro Availability & Monthly Scheduling
  11. Google Drive
  12. GMail Set up and footer and ABS Internal Email Groups
  13. Google Calendar
  14. Add new staff to calendar invites for upcoming socials and trainings
  15. Review phone use policy
  16. Review Dress and Professionalism and requirements for various location of services
  17. Review ABS Procedure for Vacation request & sick/Call Out
  18. Review the performance evaluation timeline
  19. Review Mileage and Drive Time and Hybrid/Electric Benefit
  20. Review BT Billing and Rendering memo and ask for questions
  21. Assign locking supervisor
  22. Review ABS procedures for file naming and saving
  23. Staff Completes New Staff Training Test
  24. Score and Review Test

Phase 3 Completed with BCBA (Clinical Supervisor of Each Client)

  1. BIP Track training
  2. Session Note Training (SOAP Note)
  3. School Training & Orientation
  4. PBIS & Emergency Responses
  5. ABS Internal Scheduling
  6. Task List (this is the chore list for people to do when a client cancels less than 24 hours)
  7. iPad Policies and Procedures including weekly iPad Checkin
  8. At least 3 overlap sessions on client 1
  9. At least 3 overlap sessions on client 2
  10. At least 3 overlap sessions on client 3

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With all the recent buzz in the ABA Business Builders Facebook Group regarding our internal BCBA Onboarding Checklist, I thought I would just put it in writing for everyone. ThisĀ is our broad list. Each step listed here has another level of training (i.e., internal slide show or policy manual, etc). It is also a work in progress!

I should note that we started this a year ago and it has helped tremendously! Our list is over 50 items long. Additionally, it takes multiple hours spread across 3-4 meetings with the new BCBA. This is an expensive step for a business. However, you will make that money back because the BCBA is more likely to stay with you because the BCBA will feel like a true part of your team.

Before you read on, I should point out that this does not include mandatory paperwork such as employment contracts, W-4, I-9, etc. This is after all of those employment items have been addressed by HR. Additionally, this is for BCBAs only. We have a separate BT Onboarding which I will share later this week.

Background and Other HR items (Note: This step of onboarding is completed in conjunction with HR)

  1. Staff should set up a fingerprint appointment
  2. Staff should be set up with their GMail account, added to appropriate gmail groups, provided an appropriate footer, and shown the powerpoint on setting up email.
  3. Staff should read and attest to Policies & Procedures Manual
  4. Staff should complete the internal training or complete the Confidentiality Webinar for continuing education credit. Staff should review HIPAA related to social media activity.
  5. Staff should complete the internal training on NPA Code Metro (scheduling, billing software). Staff will review schedules & client service authorizations.
  6. If appropriate staff should complete the training on NPA Code Metro for MAC
  7. Staff should complete Mandated Reporter Training based on the state(s) where they will be working
  8. Staff should complete First Aid Training
  9. Staff should complete CPR if working in the ABS Feeding Clinic
  10. Staff should complete the Medicaid Form credentialing forms and documents
  11. Staff should complete the internal training on how to set up and use the Google Calendar
  12. Staff should complete the internal training on how to use the Google Drive
  13. Staff should complete the internal training on how to Graph in Google sheets
  14. Staff should complete the internal Incident Report Training
  15. Staff should complete the internal Sexual Harassment Training
  16. Review the policies and procedures related to mileage and drive time as well as the internal policies regarding the Hybrid/Electric cash reimbursement benefit
  17. Review the policies and procedures on dress and professionalism across settings such as home, community, school. Refer to Bailey and Birch 25 Essential Skills Book
  18. Review ABS cell phone use policy

ABS Internal Processes Completed with Regional Director (Senior BCBA)

  1. Review ABS Staff Socials
  2. Review internal file naming conventionNaming
  3. Review internal Continuing Education, internal conference funds and internal monthly BCBA Meetings
  4. Review process for completing Disciplinary Action Form for BT/RBT in conjunction with HR Director
  5. Review the performance evaluation template and timeline for BT/RBT
  6. Review the BCBA Billing and Rendering memo and complete the attestation form
  7. Review the BT/RBT Billing and Rendering memo and complete the attestation form
  8. Review the BCBA Rendering Spreadsheet (data tracking for weekly billables)
  9. Complete BIP Track training for data collection software
  10. Director will create calendar invites to subsequent Staff Trainings, BCBA Meetings, and Socials
  11. Review Case Manager Allocation Table (process for assigning candidates to BCBA cases)
  12. Complete Credentialing Steps for various carriers
  13. Complete Private School Training & Orientation
  14. Complete Ethics in Billing Webinar or Live Training
  15. Review internal training on how to set up NPA Availability & Monthly schedule for the purpose of supervising BT/RBT
  16. Review NPA internal training for calculating mileage, drive time, and time off
  17. Review internal process for NPA locking & service logs
  18. Review the internal NPA Task Analysis for calendar checks
  19. Complete internal PBIS & Emergency Response Training
  20. Review how schedules are created
  21. Complete SKILLS training
  22. Review attestation process for Staff meetings/BCBA meetings/trainings
  23. Review internal Supervision Feedback forms for Candidates
  24. Review Supervision Spreadsheet for weekly meetings with Director
  25. Review internal Task List
  26. Review internal templates for FBAs, Initial Assessments, and Concurrent Reviews
  27. Work with Director to complete headshot, bio, and other information for ABS Website
  28. Review internal procedures for vacation request form & Sick/Call Out Procedures
  29. Director will share appropriate Google Drive folders for BCBA’s
  30. Review IPAD check in procedure
  31. Review RBT Supervision requirements and process for documenting in NPA

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