AETC Operations Procedures Quiz

Which of the following locations has the code 6265?

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

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

Match the following acronyms with their corresponding terms:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

What is the contact number for scheduling at AETC?

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

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

Match the cancellation type with the required notice period:

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

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

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

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

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

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

Match the cancellation notice period with the corresponding event type:

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

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

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

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

Match the following terms with their definitions:

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

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

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

What happens after a BCBA submits an LBA?

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

What is recorded as the appointment type for BCBA cancellations?

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

Match the following roles with their corresponding responsibilities:

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

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

What should be the notes recorded for BCBA cancellations?

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

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

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

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

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

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

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

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

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

Match the following appointment details with their corresponding actions:

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

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

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

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

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

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

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

Match the role with its corresponding responsibility:

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

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

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

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

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

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

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

Match the following cancellation types with their required notice period:

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

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

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

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

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

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

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

Match the following cancellation reasons with their required notice periods:

What is the contact method for scheduling inquiries?

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Match the following actions with their corresponding tools or documents:

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

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

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

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

Match the following task times with their corresponding duties:

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

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

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

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

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

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

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

Match the following actions with their descriptions:

What is a full-day of PTO equivalent to?

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

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

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

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

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

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

Match the session type with its corresponding PTO hours:

What should be used to record a BCBA cancellation?

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

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

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

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

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

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

Match the type of session to the corresponding PTO hours:

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

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

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

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

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

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

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

Match the following job position with their responsibilities:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

How are available staff added to the Staff Available Cheatsheet?

Match the following components with their corresponding description:

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?

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

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

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 ______.

Match the client label with its corresponding reason:

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

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

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

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.

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

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

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

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

Match the following actions with the corresponding outcomes:

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

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

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

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

Match the following situations with their corresponding responses:

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

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

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

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

Match the following responses with their scenarios:

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

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

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

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

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

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

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

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

Match the type of cancellation notice with the required timeframe:

What action must be taken when rendering multiple appointments?

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