Care Coordination Policy

Care Coordination Policy for Behavior Analysis Services

1. Communication and Information Sharing

   (Revised - Parent Authorization Language)

   Prior to sharing any protected health information, the parent or legal guardian must authorize and sign consent permitting the release of information to other disciplines or entities, as applicable.

   1. Authorization to release information must:

      • Be obtained at the initiation of services, and
      • Be reviewed and updated at least annually, or sooner if required by law, payer requirements, or a change in coordination needs.
   2. The signed parent or legal guardian authorization must be maintained in the recipient's clinical record and verified before any information is shared.
   3. Information may be shared only with the disciplines, providers, or entities explicitly authorized by the parent or legal guardian.

   4. Approved communication methods may include:

      • In-person meetings
      • Telephone calls
      • Secure electronic communication
      • Written correspondence
   5. All communication and information sharing must comply with HIPAA, applicable state privacy laws, and the care coordination requirements of the applicable payer or managed care plan, including Florida Medicaid where applicable.

2. Coordination with Educational Institutions

   (Clarified - Parent Authorization Emphasis)

   1. When clinically appropriate, coordination with educational institutions or other disciplines may occur only when authorized by the parent or legal guardian.
   2. Parents or legal guardians retain full access to the recipient's medical and clinical documentation and may choose whether and with whom such information is shared.
   3. The Company shall honor the parent's or legal guardian's decision regarding authorization to share information unless disclosure is required by law or court order.

   4. Participation in Individualized Education Program (IEP) meetings or interdisciplinary collaboration shall:

      • Occur only with documented parent or legal guardian authorization, and
      • Remain within the scope of payer-authorized behavior analysis services.

3. Documentation of Care Coordination During Clinical Intervention

   (Unchanged - Reinforced for Consistency)

   1. The supervising analyst (BCBA or BCaBA, as applicable) shall document care coordination activities that occur during clinical intervention, supervision, treatment planning, and reassessment activities.

   2. Documentation must reflect coordination efforts conducted with parent or legal guardian authorization and include:

      • Type of coordination activity
      • Purpose related to treatment goals or medical necessity
      • Participants involved
      • Date and method of communication
      • Clinical impact or follow-up actions
   3. Documentation may be maintained within treatment plans, reassessments, supervision notes, or clinical progress notes, as appropriate.

Coordination activities related to transfer, transition, or discharge of a recipient follow the standards set out in Appendix 24 - Discharge and Transition of Services Policy.