ABA follow-through checklist for care coordinators

A family’s next step can stall well after the first conversation. Use this to confirm who owns each step, spot barriers early, and keep the decision with the family.

Call intake (737) 214-9205 Family application

Take this with you

Print a blank copy for your own workflow. Keep patient details out of anything you share.

Confirm the basics with the family

Check these with the family before asking anyone else to act, and follow your organization’s privacy and consent practices throughout.

The family still wants to look into ABA
The child’s age. We serve children with autism from 18 months to 6 years
Whether a diagnosis is documented, an evaluation is scheduled, or neither
The family’s part of the Austin area, and whether they lean toward clinic or home care
Their current insurance plan, and whether it is about to change
How and when they prefer to be contacted
Any language or communication needs, so you can ask how they can be met

Agree who owns each step

A next step can stall when 2 people each assume the other has it.

Steps in a referral and who owns or confirms each one
Step	Who owns or confirms it
Deciding whether to pursue ABA	The family
Getting current referral and document instructions	You, by calling intake at (737) 214-9205
Applying or calling us	The family, through our application or by phone
Benefits and authorization needs	Ask intake and the family’s plan who handles each part
Current openings	Ask intake
Clinical recommendations	The treating BCBA
Checking in with the family	You, as your role allows

Barrier check

Common barriers, a question to ask, and a next step for each
Barrier	Ask the family	Next step
Evaluation report is missing	Who has it, and do you have a copy?	Call intake to confirm what is needed and how to send it.
Coverage is unclear or changing	Is this still your current plan?	Have the family share the current plan with intake. Coverage is not automatic.
The drive is too long	Which drive could you keep up every week?	Ask about in-home care, which varies by neighborhood and schedule.
The family lives near Southeast Austin	Would you consider an open clinic?	Our Southeast Austin clinic is opening in November 2026 and is not open yet.
The schedule looks impossible	Which part of the week is hardest?	Share our schedule worksheet.
The family has doubts about ABA	What is worrying you?	Listen first. Our guide to choosing may help.
The forms feel like too much	Would a phone call be easier?	The family can call us instead of using the application.

Follow-through checklist

Work through these in your own records, adding only what your organization allows.

The family knows their next step and has our number
You have called intake for current referral and document instructions
The family has applied or called, or has told you why not yet
Documents went through the route intake gave you, not ordinary email
You have asked what permission is needed for updates
The family has asked who their contact is during intake
You have set a date to check in with the family
Every open item has a name beside it

Choose check-in timing that fits your role and the family’s situation. We do not publish a standard timeline, since openings and authorizations vary.

If a family goes quiet

Silence can mean a new phone number, a hard week at work, second thoughts, or too many forms. Before you close the item, try these steps.

Use their preferred contact
Reach out the way the family asked you to.
Ask what got in the way
Keep it open and free of pressure, then look back at the barrier check.
Offer to help with 1 step
That might mean finding a report or sitting with them while they make a call.
Record where things stand
Let the referring clinician know, as your process allows.

A family can decide to wait or to say no. Keep the door open and leave the decision with them. Our pediatrician guide has a handoff note your office can use for the conversation itself.

Helping a family with next steps?

Call our intake team for current referral and document transfer instructions. Families can apply online or call the same number.