How to Prepare for a Meet and Greet
Meet and Greets are the initial step to beginning services at BCOTB. The purpose of the Meet and Greet is to learn information about BCOTB and our services and to discuss pertinent information about your child that will help guide the assessment and authorization process. This meeting typically takes between 30 minutes and 1 hour with the clinic location’s Clinical Coordinator (who is also a Board Certified Behavior Analyst). The Meet and Greet is completed before scheduling the Initial Assessment. Your child will not be assessed during the Meet and Greet. Listed below are some easy steps to preparing for the Meet and Greet so you know what to expect.
When scheduling the Meet and Greet:
- If possible, try to schedule a time where you can attend without your child. This helps to allow us to speak candidly about your child without having to worry about them overhearing. If that is not possible, it will be helpful to bring an activity that can keep your child occupied for the duration of the meet and greet.
- Provide the Manager of Operations with insurance information (if applicable). This information will help with scheduling the assessment and confirming benefits and co-pays (if applicable).
- Provide ABA referral/diagnostic report to the Manager of Operations. This information will help when confirming benefits, scheduling the assessment and the authorization process.
What to bring to the Meet and Greet:
- Completed Intake Forms provided to you by the Manager of Operations.
Completing these documents before the meet and greet will allow you the opportunity to take your time to think of each answer in order to provide a clear and complete picture of your child. - Any relevant reports or evaluations in your child’s records including but not limited to: IEP reports, Speech Therapy evaluations, Occupational Therapy evaluations, etc.
- ABA referral/diagnostic report
- Insurance card
- A list of any questions you have for the clinical coordinator
Prior to coming in for the Meet and Greet, compile a list of questions you would like answered. This step is especially helpful if only one caregiver can attend the Meet and Greet so we can make sure we address everyone’s questions/concerns.
Frequently Asked Questions:
1. How much does a Meet and Greet cost?
The Meet and Greet is a free service provided by BCOTB.
2. I am concerned about traveling to the clinic because of COVID-19. Can I do the Meet and Greet over the phone?
Yes, we are able to conduct Meet and Greets over the phone.
3. How long after the Meet and Greet will services begin?
The assessment can be scheduled at the Meet and Greet. Once the assessment is complete, the insurance authorization is written and submitted to insurance. The assessment is typically scheduled 2-3 weeks after the meet and greet to give the proper time for insurance to approve the authorization. Our wait time for services is always changing. BCOTB works tirelessly to ensure we see new clients as soon as we can. However, there is not a guarantee you would be able to start therapy right away. An example of a wait time is 2-3 months. In this instance, you will become part of BCOTB’s Bridge Program. With the Bridge Program, we will reach out to when we have cancellations. It could happen on a weekly or monthly basis. This way, your child can be seen for therapy when cancellations arise while you are still on the waitlist for a permanent time slot. For more information on this process, see our blog titled Getting Started with ABA Therapy Services: What you need to know.
4. Are there things I can do to start services more quickly?
Providing the Manager of Operations with the above listed information in a timely manner can help us to begin services more quickly.
5. I thought of a clinical question after the Meet and Greet, who should I reach out to?
Reach out to the Clinical Coordinator that you met with via email or phone.
6. I thought of a scheduling question after the Meet and Greet, who should I reach out to?
Reach out to the Manager of Operations via email or phone.
BCOTB has been the leading provider of early intervention ABA therapy services in the Tampa Bay area since 2003. BCOTB accepts most major insurances: CMS; Humana; MHNet; United Healthcare; BayCare; BlueCross Blueshield; Florida Blue; Anthem; TRICARE; Meritain Health; Cigna; Beacon; Aetna; Magellan Health.
