AETC Operations Procedures Quiz
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Questions and Answers

Which of the following locations has the code 6265?

  • Music Valley (correct)
  • N 43rd Ave
  • Broadmor
  • Professional Park

    • The ______ is a common platform used for sending SMS messages.

    HMC (HostMyCalls)

    The Operations Director and the Scheduling Manager are the only two individuals who need to be notified when an employee requests time off.

    True (A)

    Match the following acronyms with their corresponding terms:

    <p>AETC = Autism Education &amp; Therapy Center ABA = Applied Behavior Analysis SCM = Senior Clinical Manager BCBA = Board Certified Behavior Analyst RBT = Registered Behavior Technician OM/S = Office Manager/Scheduler CSM = Client Services Manager SM = Scheduling Manager</p> Signup and view all the answers

    What are the three tasks that need to be completed on Mondays?

    <p>Reviewing staff calendars for the previous week, compiling pending timesheet issues, and completing corrections once verified by the Scheduling Manager or CSM</p> Signup and view all the answers

    Which of the following is NOT a common acronym used in the AETC world?

    <p>CRM (D)</p> Signup and view all the answers

    Describe the procedures for requesting time off for more than one day.

    <p>An email should be sent to the Operations Director and Scheduling Manager at least two weeks in advance.</p> Signup and view all the answers

    The Staff Kitchen and the Kids Kitchen are located in the same building as the Lobby Bathroom

    <p>False (B)</p> Signup and view all the answers

    Who is responsible for adding a note to the Accountability Point System when a new BCBA joins the team?

    <p>OM/S (D)</p> Signup and view all the answers

    A transitioning BCBA can only work on BCBA job duties during the 30-day period before their contract start date.

    <p>False (B)</p> Signup and view all the answers

    What is the latest time that illness screening/check-ins are to be sent out each day?

    <p>1:30 pm (B)</p> Signup and view all the answers

    What is the purpose of the 30-day period between LBA submission and the start of a new BCBA's contract?

    <p>The 30-day period allows for a transition from hourly to salary pay and for the BCBA to be utilized for client and classroom coverage before taking on their full-time BCBA duties.</p> Signup and view all the answers

    BCBA cancellations are recorded in the schedule with the appointment type as "" and appointment name as ""

    Signup and view all the answers

    The office manager is responsible for ensuring the cleanliness of the lobby, staff entrance, main hallway, and DTT hallways and rooms.

    <p>True (A)</p> Signup and view all the answers

    What are two specific tasks the office manager is responsible for in the PM duties?

    <p>Cleaning all kitchens and the collaborative area</p> Signup and view all the answers

    The office manager is responsible for updating client ______ and ______ that occur throughout the day.

    <p>late arrivals/early dismissals</p> Signup and view all the answers

    Match the following areas with the PM duties associated with them:

    <p>Kitchens = Sweep floors, wipe down microwaves, lysol/wipe down counters, load dishwasher and put away clean dishes (as needed), clean out fridge and freezer on Fridays Collaborative Area = Vacuumed, neatly arranged, free of clutter and debris All areas = Check trash cans and empty/replace if full or overflowing. Take trash bags to the dumpster.</p> Signup and view all the answers

    The office manager is responsible for providing a coverage plan to the BCBAs but not for updating schedules.

    <p>False (B)</p> Signup and view all the answers

    Which of the following is NOT a responsibility of the office manager in the AM duties?

    <p>Scheduling staff members' time off requests (C)</p> Signup and view all the answers

    What is the purpose of uploading the "staff available" sheet to Drive at the end of each day?

    <p>To keep track of staff availability and ensure sufficient coverage for all clients and tasks.</p> Signup and view all the answers

    What is the expectation regarding contacting the family prior to their first day of therapy?

    <p>The OM/S will contact the family at least one day before their first day of therapy. (A)</p> Signup and view all the answers

    AETC requires 24-hour cancellation notice for all types of cancellations.

    <p>False (B)</p> Signup and view all the answers

    What is the contact number for scheduling at AETC?

    <p>615-376-0034</p> Signup and view all the answers

    After 3:35pm, clients attending AS are considered ______ arrivals.

    <p>late</p> Signup and view all the answers

    What is the main purpose of the call script provided in the content?

    <p>To introduce the OM/S to clients and review scheduling procedures. (B)</p> Signup and view all the answers

    Match the cancellation type with the required notice period:

    <p>Pre-planned events (doctor's appointments, personal conflicts, etc.) = 24 hours Vacations/going out of town = 2 weeks Same day cancellations for emergencies or illness = As much notice as possible</p> Signup and view all the answers

    What happens if a client has 3 or more late instances in a month?

    <p>They may receive an attendance warning.</p> Signup and view all the answers

    Text messages received after normal business hours will be responded to the following business day.

    <p>True (A)</p> Signup and view all the answers

    Which of the following is NOT a valid schedule option for a Part-Time employee?

    <p>Tuesday/Thursday 12pm-3:30pm (B)</p> Signup and view all the answers

    AETC requires a 24-hour cancellation notice for pre-planned events, such as doctor's appointments.

    <p>True (A)</p> Signup and view all the answers

    What are the two types of cancellation notices that AETC requires?

    <p>24-hour notice for pre-planned events and 2 weeks' notice for vacations/going out of town</p> Signup and view all the answers

    Client cancellations or modifications should be recorded in the ______ section of the appointment in CR.

    <p>NOTE</p> Signup and view all the answers

    Match the cancellation notice period with the corresponding event type:

    <p>24 hours = Pre-planned events such as doctor's appointments 2 weeks = Vacations/going out of town</p> Signup and view all the answers

    What is the deadline for new hires to confirm any previously-scheduled time off within 90 days of employment?

    <p>3 days after start date (C)</p> Signup and view all the answers

    Absences approved as a condition of employment are part of the Accountability Point System.

    <p>False (B)</p> Signup and view all the answers

    What must new hires do if they have anticipated time off during their first 90 days of employment?

    <p>Submit an absence request via email to the Human Resources Department for approval.</p> Signup and view all the answers

    The new hire will have until their _____ day of employment to confirm time-off provided at the time of their interview.

    <p>3rd</p> Signup and view all the answers

    Match the following terms with their definitions:

    <p>PTO = Paid Time Off HR = Human Resources OM/S = Office Manager/Scheduling AETC = Applied Educational and Training Center</p> Signup and view all the answers

    What happens if a new hire does not report time off by the 3rd day of employment?

    <p>The request will be denied (B)</p> Signup and view all the answers

    New employees have the option to take time off unpaid if their PTO is not sufficient.

    <p>True (A)</p> Signup and view all the answers

    Who follows up with new hires on their first day about time-off requests?

    <p>OM/S (Office Manager/Scheduling)</p> Signup and view all the answers

    What happens after a BCBA submits an LBA?

    <p>The scheduling responsibility moves to Celeste. (A)</p> Signup and view all the answers

    A transitioning BCBA can focus on job duties only during the 30-day period after submitting their LBA.

    <p>False (B)</p> Signup and view all the answers

    What is recorded as the appointment type for BCBA cancellations?

    <p>Other</p> Signup and view all the answers

    The transition from hourly to salary occurs at the ______ of a BCBA's contract.

    <p>start</p> Signup and view all the answers

    Match the following roles with their corresponding responsibilities:

    <p>Celeste = Notifies in the BCBA email thread OM/S = Maintains permanent implementation schedules Transitioning BCBA = Responsible for client coverage before contract starts Scheduling Manager = Oversees scheduling duties</p> Signup and view all the answers

    Which responsibility does the OM/S NOT have concerning scheduling?

    <p>Updating BCBA job duties after contract start (C)</p> Signup and view all the answers

    The Accountability Point System applies to the transitional period before the BCBA's contract starts.

    <p>False (B)</p> Signup and view all the answers

    What should be the notes recorded for BCBA cancellations?

    <p>Staff Label: BCBA Implementation Cancellation</p> Signup and view all the answers

    What should be the subject line for an email notifying a BCBA about a client cancellation?

    <p>Client CXL MM/DD (B)</p> Signup and view all the answers

    A client's cancellation for more than one day should be recorded in the CR calendar as a recurring event.

    <p>True (A)</p> Signup and view all the answers

    What steps are necessary to record a client cancellation with a duration of more than one day in the CR calendar?

    <p>First, click in a blank space on the desired date. Then, select the client's name from the pop-up window. Adjust the start and end times to match the cancellation's duration. Choose 'Does Not Repeat' and select the days of the week where the recurrence is applicable. Finally, set the recurrence's end date using 'Ends on a date.'</p> Signup and view all the answers

    When a client cancels their appointment due to a doctor's appointment, the cancellation notice must be provided at least ______ hours in advance.

    <p>24</p> Signup and view all the answers

    Match the following events with their corresponding required cancellation notice periods:

    <p>Vacation = 4 day notice Dental appointment = 24 hr notice Unavailable: Out of town = 2 week notice</p> Signup and view all the answers

    Which of the following actions should be taken when canceling an appointment within the current week?

    <p>Change Appointment Type to Client Cancellation (A), Delete code and add Code: Unavailable (B), Add notes using specific labels provided on Keep (C)</p> Signup and view all the answers

    If a client cancellation is not within the current week, the appointment should be deleted from the calendar.

    <p>False (B)</p> Signup and view all the answers

    What is the subject line format for emails notifying the BCBA and RBT about a client cancellation?

    <p>Subject: Client CXL MM/DD (e.g. 1600 CXL 8/7)</p> Signup and view all the answers

    The appointment type for a client cancellation should be changed to ______.

    <p>Client Cancellation</p> Signup and view all the answers

    Match the following appointment details with their corresponding actions:

    <p>Appointment Type = Client Cancellation Code = Unavailable Notes = Specific labels from Keep</p> Signup and view all the answers

    Which of the following is NOT a valid reason for client cancellation?

    <p>Staff training (D)</p> Signup and view all the answers

    When modifying an appointment for a cancellation outside of the current week, the Primary Provider should be set to the clinic location.

    <p>True (A)</p> Signup and view all the answers

    What is the purpose of adding available staff to the 'staff available' cheatsheet?

    <p>To facilitate scheduling and ensure appropriate coverage for remaining appointments.</p> Signup and view all the answers

    What is the size of the shirt offered to new hires for their welcome photo?

    <p>Preferred size (C)</p> Signup and view all the answers

    An RBT is automatically promoted to BCBA once they pass their BCBA exam.

    <p>False (B)</p> Signup and view all the answers

    What should be added under Coverage Information & Notes when an RBT is promoted to BCBA?

    <p>BCBA ins.approvals: pending</p> Signup and view all the answers

    The initial request for time off within the first 90 days should be made by __________.

    <p>the end of the day on MM/DD</p> Signup and view all the answers

    Match the role with its corresponding responsibility:

    <p>Office Manager = Update client information Scheduling Manager = Confirm schedule updates Clinic Manager = Send out BCBA email New Hire = Provide fun facts for the welcome email</p> Signup and view all the answers

    What action is required when an RBT's title has not been updated after promotion?

    <p>Tag Celeste Stapp and update the title (B)</p> Signup and view all the answers

    The Office Manager must always decorate the desk area for a new BCBA.

    <p>False (B)</p> Signup and view all the answers

    What is the main purpose of sending a Welcome Email to the clinic for new hires?

    <p>To introduce new staff and share fun facts</p> Signup and view all the answers

    What is considered a late arrival for clients attending ABA therapy?

    <p>After 9am (C)</p> Signup and view all the answers

    The office manager is responsible for contacting families after their first day of therapy.

    <p>False (B)</p> Signup and view all the answers

    What should the office manager do if a client will be late?

    <p>Call or text the scheduling number with an ETA.</p> Signup and view all the answers

    AETC requires ______ notice for cancellations due to doctor’s appointments.

    <p>24-hour</p> Signup and view all the answers

    Match the following cancellation types with their required notice period:

    <p>Pre-planned events = 24 hours Vacations = 2 weeks Emergencies = As much notice as possible Same day illness cancellations = Same day</p> Signup and view all the answers

    Which of the following is the scheduling number for contacting AETC?

    <p>615-376-0034 (D)</p> Signup and view all the answers

    Clients attending AS should press option 4 after 3:45pm to communicate with scheduling about their dismissal.

    <p>True (A)</p> Signup and view all the answers

    What should the office manager do after speaking with a family about scheduling?

    <p>Respond to the 'New Client-0000' email to Jeni.</p> Signup and view all the answers

    What is the latest time for drop-off considered as late?

    <p>9:01am (B)</p> Signup and view all the answers

    A family must provide 24 hours notice to schedule a therapy session.

    <p>False (B)</p> Signup and view all the answers

    What should be provided to ensure all necessary items are brought to the clinic?

    <p>The parent packet</p> Signup and view all the answers

    If a client is late for pick-up after 3:01pm, they are considered ______ arrivals.

    <p>late</p> Signup and view all the answers

    Match the following cancellation reasons with their required notice periods:

    <p>Illness or emergency = ASAP Future date for scheduling conflict = At least 24 hours Vacation or out of town = At least 2 weeks Birthday celebration = At least 2 weeks</p> Signup and view all the answers

    What is the contact method for scheduling inquiries?

    <p>Phone call and text message (B)</p> Signup and view all the answers

    Text messages sent to the clinic are responded to outside of business hours.

    <p>False (B)</p> Signup and view all the answers

    What must be provided if modifying or canceling a pre-scheduled appointment?

    <p>At least 24 hours notice</p> Signup and view all the answers

    What must new hires do within 3 days after their Start Date if they have previously-scheduled engagements?

    <p>Submit an absence request via email to HR (A)</p> Signup and view all the answers

    New hires can change their absence requests after submitting them to HR.

    <p>False (B)</p> Signup and view all the answers

    By what day must new hires confirm any time-off provided at the time of their interview?

    <p>3rd day</p> Signup and view all the answers

    Absences approved as a condition of employment are not under the ______ Point System.

    <p>Accountability</p> Signup and view all the answers

    Match the following time-off policy details with their corresponding descriptions:

    <p>Initial report deadline = 3 days after Start Date Consequences of late reporting = Request may be denied Absence request submission = Via email to HR Approved absences condition = Not under Accountability Point System</p> Signup and view all the answers

    If a new hire does not report time off by the 3rd day of employment, what will happen?

    <p>Their request may be denied (D)</p> Signup and view all the answers

    New hires can still notify HR about time off after their first 90 days of employment without any time limits.

    <p>True (A)</p> Signup and view all the answers

    What additional time-off requirements might new hires have that were not reported during their interview?

    <p>Engagements occurring after the interview but before the Start Date</p> Signup and view all the answers

    What should be included in the text message to notify BCBA and RBTs of a client cancellation?

    <p>Cancellation notice and instructions for staff (A)</p> Signup and view all the answers

    Staff should be added to the Coverage Tracker if they are utilized for client coverage.

    <p>False (B)</p> Signup and view all the answers

    What is the first step to take when a client cancels on the same day?

    <p>Open Client Schedule in CR.</p> Signup and view all the answers

    To find a client's number, you should press _____ + F on the keyboard after opening the RBT/Client Schedules.

    <p>Ctrl</p> Signup and view all the answers

    Match the following actions with their corresponding tools or documents:

    <p>Open Client Schedule = CR Add availability of staff = Staff Available Cheatsheet Notify staff = HostMyCalls Track client cancellations = AETC Coverage Tracker</p> Signup and view all the answers

    What is the latest time that the Office Manager/Scheduler is expected to send illness check-in texts to staff and clients?

    <p>1:30 PM (A)</p> Signup and view all the answers

    The Office Manager/Scheduler is required to take a lunch break during their work hours.

    <p>False (B)</p> Signup and view all the answers

    Name one task the Office Manager/Scheduler must complete on Fridays.

    <p>Weekly schedule audit</p> Signup and view all the answers

    The Office Manager/Scheduler's work hours are from _____ AM to _____ PM.

    <p>7:00, 3:45</p> Signup and view all the answers

    Match the following task times with their corresponding duties:

    <p>7:00 AM - 10:00 AM = Scheduling 10:00 AM - 12:30 PM = Office Manager Duties 1:15 PM - 3:35 PM = Scheduling 3:35 PM - 3:45 PM = End of Day Walkthrough</p> Signup and view all the answers

    Which of the following tasks is NOT part of the daily duties of the Office Manager/Scheduler?

    <p>Conduct performance reviews (D)</p> Signup and view all the answers

    Voluntary work on Sundays for return screenings is mandatory for the Office Manager/Scheduler.

    <p>False (B)</p> Signup and view all the answers

    What is the purpose of creating recurring appointments in CentralReach for the Office Manager/Scheduler?

    <p>To maintain an ongoing schedule</p> Signup and view all the answers

    What is the correct appointment type to select when canceling an appointment?

    <p>Client Cancellation (D)</p> Signup and view all the answers

    If a client does not show up for their session and does not inform anyone, it is considered a no-call, no-show.

    <p>True (A)</p> Signup and view all the answers

    What should be done if a client is running late but forgot to call ahead?

    <p>Follow the late arrival procedures.</p> Signup and view all the answers

    If no answer is received from the family after a client is a no-show, ______________ should be left.

    <p>a voicemail</p> Signup and view all the answers

    Match the following actions with their descriptions:

    <p>Click on desired appointment = Select the appointment to be canceled Add Code: Unavailable = Specify the reason for the cancellation Render appointment = Submit the changes made to the appointment Update Screening Log = Record the absence due to illness policy</p> Signup and view all the answers

    What is a full-day of PTO equivalent to?

    <p>6.25 hours (B)</p> Signup and view all the answers

    What action must be taken if a client cancellation needs to be documented?

    <p>Change the notes using specific labels (B)</p> Signup and view all the answers

    Part-time staff must always take unpaid time off if they do not have enough PTO.

    <p>False (B)</p> Signup and view all the answers

    You must update the Screening Log only if an absence is related to an illness policy.

    <p>True (A)</p> Signup and view all the answers

    What is the last step to ensure changes are saved after updating an appointment?

    <p>View Calendar</p> Signup and view all the answers

    What must a staff member include in their email when requesting time off that was approved by HR?

    <p>They must CC the individual in HR who approved their request.</p> Signup and view all the answers

    If a staff member requests off only for afterschool sessions, they may take this time ______ if they provide at least 1 week’s notice.

    <p>unpaid</p> Signup and view all the answers

    Match the session type with its corresponding PTO hours:

    <p>Full-day = 6.25 PTO hours Morning DTP session = 3.25 PTO hours Afternoon DTP session = 3.0 PTO hours After school session = No PTO required with notice</p> Signup and view all the answers

    What should be used to record a BCBA cancellation?

    <p>Staff Cancellation label (A)</p> Signup and view all the answers

    What should a scheduler check against when reviewing time-off requests?

    <p>Coverage Tracker</p> Signup and view all the answers

    HR can deny time-off requests even if enough PTO is available.

    <p>True (A)</p> Signup and view all the answers

    What is required for a staff member to cover an urgent/emergent time-off request?

    <p>Having sufficient PTO (D)</p> Signup and view all the answers

    A vacation day request submitted with only 1 week's notice qualifies as an urgent/emergent time-off request.

    <p>False (B)</p> Signup and view all the answers

    What is the maximum notice period allowed for requesting Urgent/Emergent time-off?

    <p>1 week</p> Signup and view all the answers

    To request time off, staff must submit their requests directly to the ______.

    <p>scheduler</p> Signup and view all the answers

    Match the type of session to the corresponding PTO hours:

    <p>Full day = 6.25 hours PTO AM DTP session = 3.25 hours PTO PM DTP session = 3 hours PTO After school session = 2 hours PTO</p> Signup and view all the answers

    If a staff member does not submit a time-off request in writing, what should they be redirected to do?

    <p>Submit their request in writing (C)</p> Signup and view all the answers

    Coverage Tracker helps determine if multiple requests for the same date can be approved.

    <p>True (A)</p> Signup and view all the answers

    What is the purpose of requesting a time-off approval in writing?

    <p>To determine if the request falls under policy parameters</p> Signup and view all the answers

    What is the deadline for new hires to request time off within their first 90 days?

    <p>End of the day on MM/DD (B)</p> Signup and view all the answers

    An RBT who becomes a BCBA must wait for a 60-day period post-exam before their title is updated.

    <p>False (B)</p> Signup and view all the answers

    What size shirt will new hires receive for their team photo?

    <p>They will receive a Autism ETC shirt of their preferred size.</p> Signup and view all the answers

    The office manager must tag ______ when updating the title of a promoted RBT.

    <p>Celeste Stapp</p> Signup and view all the answers

    Match the following job position with their responsibilities:

    <p>OM/S = Updating RBT titles CM = Sending new employee introductions RBT = Providing therapy services BCBA = Supervising RBTs</p> Signup and view all the answers

    What action must be taken if an RBT is promoted to a BCBA?

    <p>Update title on RBT schedules to 'BCBA' (D)</p> Signup and view all the answers

    New hires can provide discretionary time off requests without any deadline.

    <p>False (B)</p> Signup and view all the answers

    What must the OM/S do after a BCBA has confirmed their promotion?

    <p>Confirm and update the new BCBA’s title on RBT schedules.</p> Signup and view all the answers

    What should an OM/S employee do if they need to call out sick for the day?

    <p>Send a text message to the Operations Director and Scheduling Manager. (B)</p> Signup and view all the answers

    If an OM/S employee has unused PTO at the end of a quarter, it will be automatically carried over to the next quarter.

    <p>False (B)</p> Signup and view all the answers

    What is the appointment title and code that should be used in Central Reach for an OM/S employee working remotely?

    <p>Remote Admin, Remote Admin</p> Signup and view all the answers

    OM/S employees receive ______ hours of paid holiday for each AETC paid holiday.

    <p>8</p> Signup and view all the answers

    Match the following appointment titles with their corresponding codes in Central Reach:

    <p>Office = Admin Remote Admin = Remote Admin</p> Signup and view all the answers

    Closure pay is given for all unworked hours during AETC closures.

    <p>False (B)</p> Signup and view all the answers

    What is the purpose of the monthly review of hourly logs with the Scheduling Manager?

    <p>To ensure OM/S employees are taking any accrued PTO time off in a timely manner and prevent unused PTO from being lost.</p> Signup and view all the answers

    During periods of severe weather or emergency situations, what action may AETC take?

    <p>Close company facilities to protect employee safety. (B)</p> Signup and view all the answers

    What is the first step in the process for handling same-day client cancellations?

    <p>Open the Client Schedule in CR (C)</p> Signup and view all the answers

    If a client's number is unknown, you can find it by searching for their name in the RBT/Client Schedules.

    <p>True (A)</p> Signup and view all the answers

    The text message used to notify staff about a cancellation should include the client's ______ and ______ .

    <p>number, cancellation date</p> Signup and view all the answers

    How are available staff added to the Staff Available Cheatsheet?

    <p>Available staff are identified from the client's schedule and added to the Staff Available Cheatsheet based on their availability on the specified date.</p> Signup and view all the answers

    Match the following components with their corresponding description:

    <p>Client Schedule = Displays the schedule of clients and staff for the day Staff Available Cheatsheet = Lists all staff members available for coverage Coverage Tracker = Tracks the availability of staff and clients HostMyCalls = Platform used to send text messages to staff</p> Signup and view all the answers

    Which of the following client labels is used when a client does not show up for their session and does not communicate with scheduling beforehand?

    <p>NCNS (B)</p> Signup and view all the answers

    If a client is dismissed early due to an outside therapy appointment, this should be marked as an ADV Client Early Dismissal.

    <p>False (B)</p> Signup and view all the answers

    What are the two main reasons why a client might be marked as having an SD Client Early Dismissal?

    <p>The client left early due to their own choice or due to an emergency, not related to AETC's illness policy.</p> Signup and view all the answers

    If a staff member is absent due to a reason other than illness, and they provide less than 24 hours notice, the label used for this absence is ______.

    <p>Unexpected Absence</p> Signup and view all the answers

    Match the client label with its corresponding reason:

    <p>Illness = diarrhea/fever, 24 illness policy NCNS = mom called at 9:35 to say they forgot ADV Client Early Dismissal = dental appt ADV Client Late Arrival = arrive @ 10am, mom has work meeting Client Late Dismissal = stuck in traffic SD Client Early Dismissal = sibling has emergency dentist appt SD Client Late Arrival = had to poop and made a mess</p> Signup and view all the answers

    If a client arrives late because they have to attend an outside therapy appointment, their arrival should be marked as SD Client Late Arrival.

    <p>False (B)</p> Signup and view all the answers

    What are the two main types of cancellations that AETC requires a 24-hour notice for?

    <p>Illness and Pre-planned events, such as doctor's appointments.</p> Signup and view all the answers

    Client cancellations should be recorded in the ______ section of the appointment in CR.

    <p>Cancellation</p> Signup and view all the answers

    The Accountability Point System applies to the 30-day transitional period between the submission of an LBA and the start of a BCBA's contract.

    <p>True (A)</p> Signup and view all the answers

    What should be done if a client has fallen asleep during therapy?

    <p>Send them home early and stop billing at that time (D)</p> Signup and view all the answers

    Medical documentation for a client can be found in Organization Labels > Client Documentation.

    <p>True (A)</p> Signup and view all the answers

    What action must be taken if no medical documentation is found for a client?

    <p>Follow the illness protocol.</p> Signup and view all the answers

    The RBT will be paid their client admin rate until the time the client is __________.

    <p>dismissed</p> Signup and view all the answers

    Match the following actions with the corresponding outcomes:

    <p>Searching for client documentation = Provides medical notes for therapy Client falls asleep = Session ends and billing stops No results found for medical documentation = Follow illness protocol Previewing doctor’s notes = Determine coverage for symptoms</p> Signup and view all the answers

    What is the latest time by which an Emergency Office Closing notification is sent out?

    <p>7:00 AM (C)</p> Signup and view all the answers

    Closure Pay can be applied for more than two consecutive days during an office closure.

    <p>False (B)</p> Signup and view all the answers

    What should staff include in their out-of-office email when they are unavailable?

    <p>Contact information for scheduling department.</p> Signup and view all the answers

    During an Emergency Office Closing, staff are approved to work from ______.

    <p>home</p> Signup and view all the answers

    Match the following situations with their corresponding responses:

    <p>Emergency Office Closing = Send notification by 7:00 AM Out of Office = Schedule a vacation responder Client Cancellations = Record in CentralReach Office Resignation = Confirm time off needs</p> Signup and view all the answers

    For how long can staff receive Closure Pay during an office closure?

    <p>2 consecutive days (A)</p> Signup and view all the answers

    Staff should set up a 'Vacation responder' message only for urgent contacts.

    <p>False (B)</p> Signup and view all the answers

    How many hours of Closure Pay will a staff member receive if they work 2 hours during a full day office closure?

    <p>6 hours</p> Signup and view all the answers

    If you need to respond to non-urgent matters while out of the office, you will reply upon your ______.

    <p>return</p> Signup and view all the answers

    Match the following responses with their scenarios:

    <p>Emergency Office Closure = Work from home Out of Office = Vacation responder message Client Late Arrival = Record in the schedule Staff Cancellation = Same Day Staff Cancellation procedures</p> Signup and view all the answers

    Which of the following is an accurate action during an Emergency Office Closing?

    <p>Notify clients of continuity plans (B)</p> Signup and view all the answers

    Staff who are on Vacation should not set up an Out of Office Email.

    <p>False (B)</p> Signup and view all the answers

    What should the subject line be when notifying a BCBA about a client cancellation?

    <p>Client Cancellation Notification</p> Signup and view all the answers

    What is the first step to cancel an appointment on a client calendar?

    <p>Click on the desired appointment (D)</p> Signup and view all the answers

    Canceling an appointment for a date more than one week in advance requires marking it as 'unavailable.'

    <p>True (A)</p> Signup and view all the answers

    What should be communicated to all RBTs & BCBAs affected by changes in appointments?

    <p>The client cancellation details and updates regarding their schedules.</p> Signup and view all the answers

    Upon receiving a cancellation, staff names should be added to the staff available ______.

    <p>cheatsheet</p> Signup and view all the answers

    Which code should be added when changing an appointment to a client cancellation?

    <p>Unavailable (D)</p> Signup and view all the answers

    Match the type of cancellation notice with the required timeframe:

    <p>24 hour notice = Cancellation can occur within the current week 2 week notice = Cancellation for future scheduled sessions Without proper notice = Indicates insufficient notice</p> Signup and view all the answers

    What action must be taken when rendering multiple appointments?

    <p>Render appointments by clicking the lightning bolt (C)</p> Signup and view all the answers

    Who should receive an email notification on client cancellations for after school sessions?

    <p>Both the RBT &amp; the BCBA.</p> Signup and view all the answers

    Flashcards

    Process cancellations/changes

    Handle client schedule changes and notify staff of updates.

    Illness screening/check-ins

    Daily health checks to be completed by 1:30 PM.

    Lobby cleanliness check

    Ensure the lobby is clean, organized, and welcoming.

    Conference room check

    Verify that the conference room is clean and arranged correctly.

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    Restroom supplies check

    Ensure restrooms are stocked and cleaned regularly.

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    PM kitchen duties

    Check kitchens for cleanliness and supplies every afternoon.

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    Collaborative area upkeep

    Maintain cleanliness and organization in shared spaces.

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    Daily trash management

    Empty and replace trash cans if full in all areas.

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    AETC

    Autism Education & Therapy Center, a facility focused on autism services.

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    RBT

    Registered Behavior Technician, a paraprofessional working under BCBA supervision.

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    BCBA

    Board Certified Behavior Analyst, a professional certified in behavior analysis.

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    SCM

    Senior Clinical Manager, responsible for managing clinical operations.

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    Time Off Requests

    Procedure for requesting time off involving notice to Operations Director & Scheduling Manager.

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    SM

    Scheduling Manager, the person who coordinates staff schedules.

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    APD

    Accountability Point System, a system used for tracking employee performance.

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    OM/S

    Office Manager/Scheduler, responsible for office management and scheduling.

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    LBA Submission

    The process where a new BCBA submits their Licensed Behavior Analyst credentials for approval.

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    OM/S Responsibilities

    The Office Manager/Scheduler manages scheduling and audits title, notes, and labels.

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    Transitioning BCBA

    A BCBA in the 30-day period after submitting LBA, transitioning from hourly to salary.

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    Client Coverage Priority

    Client coverage must be prioritized over any other duties for a transitioning BCBA.

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    Audit Appointment Records

    The OM/S is responsible for auditing appointment types, notes, and labels for accuracy.

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    BCBA Cancellation Recording

    The process for documenting cancellations of BCBA appointments with specific codes and notes.

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    Effective Contract Date

    The start date of a transitioning BCBA's contract, marking their transition to salary.

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    Full Time Schedule

    Monday-Friday from 8:45am to 3pm.

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    Part Time Options

    Split hours available Monday-Friday with varied timings.

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    After School Hours

    Sessions available Monday-Thursday from 3:30pm to 5:30pm.

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    Cancellation Policy

    24-hour notice required for appointments, 2 weeks for vacations.

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    Social Skills Classes

    Conducted Monday/Wednesday from 3:30pm to 5:30pm.

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    Office Manager/Scheduler (OM/S)

    The person who introduces themselves and manages scheduling for therapy clients.

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    Late Arrival

    Arriving after 9am is considered a late arrival at therapy.

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    Late Dismissal

    Leaving after 3pm is seen as a late dismissal from therapy.

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    Attendance Warning

    More than 3 late arrivals in a month may lead to an attendance warning.

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    Cancellation Notice

    A 24-hour notice is required for cancellations of appointments.

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    Emergency Cancellation

    Same day cancellations should be reported as early as possible for emergencies.

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    Contacting Scheduling

    Scheduling can be contacted at 615-376-0034 during specified hours.

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    AS Dismissal Communication

    For AS clients, call Scheduling and press option 4 after 3:45pm.

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    New Hire Time Off Reporting

    New hires must report time off within 3 days of starting.

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    Absence Request Submission

    Absence requests must be emailed to HR for approval.

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    Time Off Confirmation

    New hires confirm time-off during their first 3 days.

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    Engagements Disclosure

    New hires disclose planned engagements during interviews.

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    PTO Options

    Employees can use available PTO or take unpaid leave.

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    Condition of Employment

    Time off planned outside of the first 90 days is honored.

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    Follow-Up on Time Off

    OM/S will confirm time-off plans on the first day.

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    Client Calendar Access

    How to open the Client Calendar in the CR system.

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    Cancel Appointment Process

    Specific steps for changing an appointment to a client cancellation.

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    Appointment Types

    Different types of client appointment statuses (e.g., Client Cancellation).

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    Update Appointment

    Steps to save changes after modifying an appointment in the calendar.

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    RBT Notification Email

    Template for emailing BCBA about a client's cancellation.

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    Rendering Appointments

    Process to finalize and submit changes to multiple appointments.

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    Modify Cancellation Time

    Adjusting the start/end times for appointments not in the current week.

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    Client Cancellation Reason

    Explanation required when changing an appointment, usually for scheduling updates.

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    Welcome Email

    An email sent to introduce a new hire to the clinic.

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    Time Off Policy

    Guidelines for submitting requests for time off after starting.

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    RBT Promotion Process

    Steps for promoting an RBT to Lead or Senior RBT.

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    RBT to BCBA Transition

    Process when an RBT passes their BCBA exam and is promoted.

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    Updating Titles

    Changing an RBT's title in the schedule when promoted.

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    Confirming New BCBA

    Steps to confirm if a new BCBA title is updated.

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    BCBA Coverage Information

    Notes added to inform about a new BCBA's status.

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    Staff Photo Requirement

    New hires must take a photo for the clinic's website.

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    Introduction Call

    The OM/S calls the family to introduce themselves before therapy begins.

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    Scheduling Procedures

    Policies regarding therapy scheduling, late arrivals, and dismissals.

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    Late Arrival Notice

    Arriving after 9am is considered late for therapy sessions.

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    Late Dismissal Notice

    Leaving after 3pm is marked as a late dismissal.

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    Parent Packet for Items

    A guide provided by the BCBA for items needed at the clinic.

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    AETC Scheduling Hours

    Hours for scheduling at AETC: Mon-Thurs 7am-3:45pm, Fri 7am-3:30pm.

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    Late Drop-off Policy

    Drop-off is considered late after 9:01am.

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    Therapy Modification Notice

    Notify scheduling ASAP if therapy needs to be modified or canceled due to illness or emergency.

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    Future Appointment Changes

    Provide at least 24 hours notice to cancel or modify future appointments.

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    Vacation Cancellation Notice

    Two weeks notice required for cancellations due to vacations or significant events.

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    Contact for Scheduling

    Text or call 615-376-0034 for scheduling needs.

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    Texting for Scheduling

    You can text scheduling any time, but responses occur during business hours.

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    Cancellation Notification

    Procedure to inform staff about client cancellations.

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    Email Subject Format

    Subject line for cancellation email: Client CXL MM/DD.

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    Modify Appointment Times

    Change appointment duration to match cancellation.

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    Recurring Appointments

    Set up appointment frequency and end date.

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    Primary Provider Location

    The main clinic address for service delivery.

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    New Hire Time Off Requirement

    New hires must report time off requests within 3 days of starting.

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    Time Off Confirmation Deadline

    New hires confirm any planned time off by their 3rd day of employment.

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    Absence Request Process

    Absence requests must be submitted via email to HR for approval.

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    Planned Engagement Disclosure

    New hires disclose any planned time off during their interview.

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    Time Off Request Denial Policy

    Requests not reported within 3 days may be denied postpartum.

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    PTO or Unpaid Leave

    New employees can choose between PTO or unpaid leave for time off.

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    Client Schedule Access

    Process to open client scheduling in the system.

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    Cancel Appointment Steps

    Specific procedures to document a client cancellation.

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    Notify Staff of Cancellation

    Communicate with staff about client cancellations via text or email.

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    Client Number Retrieval

    Finding a client's number in the schedule if unknown.

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    AETC Coverage Tracker

    Spreadsheet used to track staff availability and client cancellations.

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    Office Manager/Scheduler Schedule

    Scheduled work hours from Monday to Friday, 7:00 AM to 3:45 PM, optional Sunday work, and lunch break flexibility.

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    Recurrence in Appointments

    Create recurring appointments in CentralReach for ongoing scheduling tasks with specific titles and codes.

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    Daily Schedule Duties

    Specific tasks per day, like calendar reviews on Monday, time off processing throughout the week.

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    Mid-Day Updates

    Updates on any changes like illness check-ins to be completed by 1:30 PM daily.

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    Optional Lunch Break

    Lunch break is optional and should be communicated with the OM/S team.

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    End of Day Walkthrough

    A short 10-minute walkthrough scheduled from 3:35 PM to 3:45 PM at the end of the workday.

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    Text Message Responsibilities

    Maintain updates through HMC text messages and phone calls regarding screenings, cancellations, and PTO.

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    Covering Other Offices

    Assist in scheduling duties in other offices when team members are unavailable.

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    Urgent/Emergent Time Off (UETO)

    Absence requests for urgent situations like emergencies or doctor’s appointments.

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    Request Submission

    Urgent time off requests must be submitted in writing to the scheduler.

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    PTO Coverage Requirement

    Paid Time Off (PTO) is required to cover all time off under UETO.

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    Denial of Time Off

    Requests lacking sufficient PTO or not fitting UETO criteria can be denied.

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    Full Day vs Partial Day

    Determine if the employee needs a full day or just part of a day off.

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    Review Coverage Tracker

    Use Coverage Tracker to see if the date is already blocked out before approval.

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    Discretionary Time Off

    Requests for vacation with less than a week notice are not urgent and may be denied.

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    Impact on Scheduling

    Evaluate how an employee's absence affects overall scheduling before approving.

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    PTO Hours Calculation

    A full-day equals 6.25 PTO hours; a morning session equals 3.25 hours.

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    Submission of Unpaid Time Off

    After-school session request can be unpaid with 1+ week notice.

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    HR Approval for Time Off

    HR may approve exceptions; RBTs must email scheduling to confirm.

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    Coverage Tracker Importance

    Use the Coverage Tracker to check staff absences and ensure adequate coverage.

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    Part-Time Staff PTO

    Part-time staff submit negative balances for unpaid time off; leftovers from full-time may exist.

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    Impact on Future Time Off

    Consider future requests when approving current time off to avoid conflicts.

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    Email Notification for Time Off Changes

    Use APS Future Date Affected Template to inform employees of the impact on requests.

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    Exam PTO for RBTs

    RBTs can use PTO to sit for the BCBA exam if available; it's not mandatory.

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    No-call, No-show (NCNS)

    A client who fails to inform of a cancellation and does not show up for a session.

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    Client Cancellation Process

    Steps to modify an appointment to reflect a client cancellation in the system.

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    Appointment Details Update

    Adjust the details of an appointment, including type and reason for change.

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    Canceling Appointments

    Process of changing an appointment to status 'Client Cancellation'.

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    Client Arrival Time

    The defined arrival time for a client to avoid being marked late.

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    Follow-Up Procedures

    Steps to take when a client is considered a NCNS.

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    Absence Related to Illness Policy

    Protocol to update if a client absence relates to illness.

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    RBT to Lead/ Senior Promotion

    The process of promoting an RBT to a Lead or Senior position, requiring title updates.

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    Medical Documentation Retrieval

    The process of searching for a client's medical records via the system.

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    Client Sleep Policy

    If a client falls asleep during therapy, they may be sent home early, and billing stops at that time.

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    Searching for Client Records

    Input client's name in the Search bar to find their documents.

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    Incorrect Medical Documentation

    If no medical documents are found, illness protocol must be followed.

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    Billing for Sleep Sessions

    RBTs get paid admin rates if therapy is interrupted due to a client sleeping.

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    Notifying Staff

    Communicate client cancellations through text to BCBA and RBTs.

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    Finding Client Number

    Locate a client's number using RBT/Client Schedules if unknown.

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    Sending Coverage Emails

    Email coverage details to RBTs if BCBA coverage communication is sent.

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    Client Cancellation Notifications

    Procedure to inform staff about a client's cancellation via email.

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    Appointment Unavailable Reminder

    Place reminder for canceled appointments outside current week instead of cancellation.

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    Staff Availability Updates

    Record staff availability when their sessions are canceled.

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    Change Reason for Cancellations

    Document reason for changes to appointments, e.g., schedule update.

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    Updating Screening Logs

    Adjust logs if client absence relates to illness policy.

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    Advance Cancellation Instructions

    Cancel appointments for the current week; do not cancel for future weeks.

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    PTO Implications

    Negative PTO situations can result in paycheck deductions and warnings.

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    Reporting Absences

    Text Operations Director and Scheduling Manager if absent due to illness or personal reasons.

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    Central Reach Usage

    Central Reach is the platform where OM/S logs hours worked as their timesheet.

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    Holiday Pay Entry

    Log 8 hours of pay for AETC paid holidays into your CR calendar.

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    Closure Pay Rules

    Closure pay for unworked hours during the first 2 days of an AETC closure should be entered in CR calendar.

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    Monthly Hourly Logs

    OM/S must log their hours monthly and manage 'banked' hours to avoid loss at quarter end.

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    Emergency Closures

    AETC may close for severe weather or emergencies to protect employees' safety.

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    NCNS (No Call, No Show)

    When a client does not arrive and fails to communicate prior to the session.

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    Client Early Dismissal

    Leaving a session early arranged in advance with scheduling.

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    Client Late Arrival

    Arriving late with prior arrangement; not for outside therapy delays.

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    Client Late Dismissal

    Leaving after scheduled time without preapproval, unrelated to therapy.

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    SD Client Early Dismissal

    Client leaves early by choice, not due to scheduling or illness.

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    Unexpected Absence

    Staff absence notifications with less than 24 hours notice, not illness-related.

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    Emergency Office Closing

    A situation where the office is closed due to an emergency.

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    Closure Pay

    Compensation for unworked hours during an office closure, up to 2 consecutive days.

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    Out of Office Email

    A message set to inform others when you're unavailable at the office.

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    Vacation Responder

    An automatic email reply that lets people know you're not available.

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    Client Cancellations

    Procedures for handling client cancellations, including notifications.

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    Client No-show

    When a client doesn't show up without notice, leading to scheduling changes.

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    Scheduled Updates

    Changes made to client and staff schedules regularly to reflect updates.

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    Attendance Disciplinary Action

    Consequences faced for frequent late arrivals or absences.

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    Urgent Time Off (UETO)

    Request for time off due to emergencies or urgent situations.

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    Out of Office Staff Procedures

    Guidelines for staff on how to manage their absence from the office.

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    Staff Schedule Accommodations

    Adjustments made to staff schedules to meet specific needs.

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    New Hire Welcome Email

    An email sent to new hires to confirm their details and get to know them.

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