A to Z Clinic Attendance Policy

At A to Z Behavioral Services, consistent attendance is vital to ensure the effectiveness of therapy and maximize progress toward progress and the acquisition of individualized goals. 

Our attendance policy is designed to support accountability of our families and maintain the integrity of our treatment.

Attendance Expectations

1. Scheduling Commitment
   • Families are expected to adhere to the agreed-upon therapy schedule.
   • Sessions should start and end at their scheduled times.
2. Notification of Absences
   • Parents/guardians must notify their staff or the clinic of any absences at least 24 hours in advance whenever possible. 
   • Emergency absences should be communicated as soon as feasible.
3. Late Arrivals/Late pick up
   • Arriving late to a session may result in shortened therapy time. Excessive tardiness (e.g., arriving late 3 times in a month) may require a review of the treatment plan and scheduling.
   • Excessively arriving late for pick up (arriving late 3 times in a month) may require a review of the treatment plan and scheduling.
   • Therapists are not required to wait if the parent/client is late. Therapists will wait 15 minutes and if no client is available for ABA services, the session is cancelled. Therapists are not paid for cancelled sessions and are only paid for sessions that occur face to face with your child.

In-Home Therapy Lateness Policy

1. If a therapist arrives at the client’s home and the client is not present within 15 minutes of the scheduled session start time, the session will be considered a cancelled session and marked as an unexcused absence. Just 1 parent being home does not permit the behavior therapist to wait. 
2. After two unexcused absences due to in-home lateness, a warning will be issued.
3. After three unexcused absences in a 30-day period, a formal attendance review will take place, which may lead to termination of in-home services.
4. If a therapist arrives and is unable to enter the home due to lack of access (e.g., no one answering the door), the same lateness policy applies and the therapist departs after 15 minutes. 

In-Clinic Therapy Lateness Policy

1. If a therapist is at the clinic and the client is not present within 15 minutes of the scheduled session start time, the session will be considered a cancelled session and marked as an unexcused absence. 
2. After two unexcused absences due to in-home lateness, a warning will be issued.
3. After three unexcused absences in a 30-day period, a formal attendance review will take place, which may lead to termination of in-home services.

Absence Policy

• Excused Absences: Absences due to illness, family emergencies, or other unavoidable circumstances are considered excused when proper notice is given.
• Unexcused Absences: Missing sessions without notifying the clinic in advance or without valid reasoning will be documented as unexcused.

Attendance Review Criteria

Attendance will be regularly reviewed to ensure the consistency of treatment. The following patterns may call for a review:

1. Chronic Absenteeism
   • Missing more than 3 sessions in a month without valid reasons or proper notice.
2. Excessive Excused Absences
   • Missing over 20% of scheduled sessions in a quarter, even with valid reasons.
3. Frequent Late Cancellations
   • Canceling or rescheduling sessions with less than 24 hours’ notice more than 3 times in a 6-month period.

Procedure for Addressing Attendance Issues

1. Initial Notification
   • Families will receive a verbal and/or written warning when attendance issues arise.
   • A plan will be discussed to address barriers to consistent attendance.
2. Follow-Up Review
   • Persistent issues post initial notification will lead to a formal attendance review meeting.
   • Adjustments to the schedule or treatment plan may be proposed if appropriate.
3. Termination of Services
   • If attendance issues remain unresolved after a notification letter and review meeting, a formal termination letter will be issued.
   • Families will be given 2 weeks’ notice (when possible) and offered referrals to alternative service providers if appropriate.

Reinstatement Policy

Families who have had services terminated due to attendance issues in the clinic may reapply for clinic based therapy after a 6-month waiting period, provided they demonstrate the ability to commit to consistent attendance with in-home services.

Acknowledgment of Policy

All parents/guardians must sign the Attendance Policy Agreement during the intake process to ensure understanding and alignment with clinic expectations.

This policy ensures a collaborative and productive environment for all clients, families, and staff. We appreciate your cooperation in supporting the success of therapy.