Gryd Consulting Package FAQ
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Launching ABA Agency:
We offer our ABA Startup Package specifically for companies in the early stages of setting up their ABA practice. While most of our other packages are designed for businesses further along in the process, Packages 12 and 13, which include client and staff intake forms, will be needed right away. You might also consider Package 2 or Package 3, as they provide the clinical templates providers will need as soon as you start servicing clients. Before selecting any of these initial packages, it’s essential to determine which insurance companies you will be working with, whether through contracts or out-of-network benefits. Additionally, you’ll need to establish the electronic platform you’ll use for practice management and clinical functions.
Yes, we can certainly review your forms and templates. However, please note that we charge an hourly rate for the time spent reviewing. If there are extensive feedback points or numerous missing documents, it may end up being more cost-effective to opt for one of our standard consulting packages.
Yes, we offer a list of recommendations and references as part of our ABA Startup Package. For existing clients, we can provide recommendations from time to time. However, please note that while we can suggest trusted contacts, we do not take responsibility for the services provided by these external parties.
Each electronic platform offers different advantages. Some excel in ease of data entry or have more efficient practice management features, while others offer robust tools for treatment plans, more automation, or better pricing options. While many ABA companies use Central Reach, it’s important to request demos from several platforms to compare their features and find the one that best suits your specific needs. This way, you can make an informed decision based on your agency’s requirements.
We recommend starting with Package 1 – Introduction to QA. This package offers training on the core principles of QA review and guides you in developing a structured approach for requesting approved hours. It also explains what information is necessary to justify treatment requests. Once you’ve completed the training, you can customize a review package to gather any additional information or support you may need as your agency grows.
Template Packages:
We offer our ABA Startup Package specifically for companies in the early stages of setting up their ABA practice. While most of our other packages are designed for businesses further along in the process, Packages 12 and 13, which include client and staff intake forms, will be needed right away. You might also consider Package 2 or Package 3, as they provide the clinical templates providers will need as soon as you start servicing clients. Before selecting any of these initial packages, it’s essential to determine which insurance companies you will be working with, whether through contracts or out-of-network benefits. Additionally, you’ll need to establish the electronic platform you’ll use for practice management and clinical functions.
Training Packages:
It is not recommended to start all training packages simultaneously. While all packages are important, the recommended order is as follows:
Package 5 – Treatment Plan QA Review
Package 6 – Session Note QA Review
Package 8 – Program Book QA Review
Package 7 – Session Note Review Process should only be purchased as an add-on to Package 6 when your company expands.
The package order may vary depending on your QA staff’s availability and experience, feedback from insurance companies, or the proficiency of your direct service staff in service documentation. This order can be discussed during your initial consultation with Gryd. For new companies, QA review packages should only be purchased once services have begun, and session note QA packages should be initiated after 2-3 months of client service.
Yes, Package 11B provides a comprehensive overview of job expectations for both technicians and BCBAs. This package includes detailed job descriptions and outlines the responsibilities for BCBAs, ensuring your providers are well-prepared before they begin.
Additionally, all QA review packages (except Package 7) include extensive resources for initial training. These resources can also be purchased separately, and this option can be discussed during your initial consultation.
While Package 1 provides a broad overview of QA principles applicable to various types of documentation, it focuses on aligning company policies with specific review criteria. This package helps staff make informed decisions rather than simply checking boxes on a checklist. Package 1 serves as a foundation, offering key concepts that empower QA staff to make judgment calls that may not always be quantifiable using standard checklists. It complements, rather than overlaps with, the more detailed guidance provided in the specific QA review packages.
No, they focus on different aspects of the QA process. Package 8 (Program Book QA Review) covers the review of evidence-based services, focusing on data and graphs to track client progress. On the other hand, Package 5 (Treatment Plan QA Review) involves reviewing the treatment plan reports submitted to insurance at the start of each authorization period. Each package has its own specific criteria and serves different purposes within the documentation process.
Package 10 consists of three individual training courses: Aligning Goals to the Client’s ASD Diagnosis, Conducting Skills Assessments, and Using Behavior Assessments to Establish and Maintain Behavior. These trainings are available as a complete package or can be purchased individually. While some BCBAs may already be familiar with this information, the courses are specifically designed based on insurance standards and interpretations, making them highly useful for QA staff. It’s recommended to purchase this package if these areas have been flagged by insurance or if your QA staff has observed that BCBAs are facing challenges in these areas.
Trainings are typically conducted in 1 to 1.5-hour sessions on a weekly basis. This approach ensures that the material is covered efficiently while allowing participants to absorb the information, apply it to the corresponding QA tasks, and follow up with any questions. You can schedule the sessions over a period of time that works best for you and your team.
The number of training hours in each package is based on the average time needed to cover all the material with your QA staff. However, if your team requires additional time or has more questions, you can extend the training. Please note that any additional hours beyond what’s included in the package will be billed at an hourly rate.
There is no limit on the number of participants who can attend each training. However, we recommend ensuring that key team members are present for live interaction. All trainings are recorded and can be provided to those unable to attend the live sessions.
There is no limit on the number of participants who can attend each training. However, we recommend ensuring that key team members are present for live interaction. All trainings are recorded and can be provided to those unable to attend the live sessions.
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Resource Packages:
Platform-specific tutorials are often lengthy and broad, covering a wide range of features, which can make them time-consuming. In contrast, the training guides offered in Package 9 are concise, role-specific, and tailored to help staff focus on the most relevant tasks for their positions, maximizing efficiency and productivity.
Package 14 provides comprehensive information on key ABA job descriptions, outlining who should oversee each position, along with the necessary qualifications and skills for each role. While it does not include formal training or documentation, the package includes a brief meeting to discuss its content. Additionally, follow-up training can be scheduled to address any questions related to the package.
We recommend Package 15 (Agency Handbooks), which ensures that your company’s policies are thoroughly documented and aligned with both operational and clinical processes. Handbooks and individual policies can also be purchased separately. Additionally, Package 11 (Introduction to ABA) provides valuable resources, including training materials for BCBA and technician orientation, as well as resources for parents, all presented in simplified language to ensure clarity and understanding
We recommend Package 17 (Goal Banks), Package 18 (Treatment Report Clinical Resources), and Package 21 (BCBA Supervisor Resources for BCBA Students).
Package 17 includes goal banks for beginning ABA services, transitioning between providers, parent training, and coordination of care. These resources are ideal for BCBAs who need suggestions on creating goal-oriented interactions with parents, caregivers, and other stakeholders to ensure measurable progress.
Package 18 provides sample behavior intervention plans, crisis plans, and transition/discharge plans, helping BCBAs develop effective treatment protocols.
Package 21 is designed to support BCBA supervisors working with BCBA students. It includes resources to streamline supervision work, such as a customized curriculum based on the BACB task list, a Supervision Contract that adheres to regulatory guidelines, and Agency Policies specific to BCBA students.
Additionally, a parent interview form for initial assessments and a reinforcement inventory are included under the Additional Clinical Items.
Agencies That are Currently Servicing Clients:
Yes! Packages 12 and 13 can be customized to fit your company’s specific needs, even if you’ve already created client and provider forms. Existing documentation can be reviewed at an hourly rate, and we will provide detailed feedback on all necessary components, as well as highlight any missing documents. Additionally, you have the option to purchase only the specific forms you are missing, with pricing based on the nature of the documents required.
Yes, templates can always be modified, especially if there is a valid reason, such as adding essential information or incorporating automated options to improve usability. Before implementing any changes, it’s important to finalize your updated templates and seek feedback from your BCBAs, as their insights are crucial. Since BCBAs are the primary users of these templates, their input ensures that the changes are practical and beneficial.
A proactive approach would be to conduct a QA check on your QA staff to ensure everything is in order. Package 16 offers a mock audit where you provide Gryd Consulting with a select client’s medical records for review. Our team will assess the program book, the most recent report, and session notes to determine whether any protocol or template changes are necessary. Additionally, in the event of an insurance audit, we can guide you through the review process and document submission.
For ongoing support, we also offer a Monthly Membership Option that includes regular consultations, ensuring continuous compliance and preparation for audits.
Absolutely! Audits provide a valuable opportunity to realign your templates and policies with current insurance standards. By sharing your audit results and recommendations with us, we can help integrate the specific feedback into your documentation and processes, ensuring compliance and efficiency moving forward.
Package 19 provides tailored information on insurance clinical policies, customized for each insurance company or state. This package includes a simplified reference tool containing the most up-to-date policies available at the time you reach out to us. To ensure continuous compliance with ever-changing insurance guidelines, we also offer a Monthly Membership Option, which provides regular updates, consultations, and guidance on maintaining documentation in line with evolving standards.
Business Owner’s Role :
Yes, your preferences are important to us. While Gryd Consulting provides standard templates as part of our packages, we can incorporate your preferred format as long as it adheres to insurance guidelines. It’s recommended to discuss your specific preferences during the initial consultation to see how they can be integrated into the templates. Please note that if changes are required after the templates have been implemented, additional charges may apply.
Most likely, yes. While BCBAs are typically informed about company policies and their specific responsibilities, they may not receive detailed guidance on what insurance companies expect or how to manage internal company processes. During the initial consultation, it would be helpful to discuss your previous experiences so that we can assess which package best fits your needs and ensures relevance to your role.
At Gryd Consulting, we strive to simplify ABA terminology to make it accessible to business owners. However, certain packages do require clinical knowledge to be fully effective. Package 1 – Introduction to QA, Package 5 – Treatment Plan QA Review, Package 6 – Session Note QA Review, Package 7 – Session Note Review Process, Package 8 – Program Book QA Review, and Package 10 – Clinical PowerPoints all involve some level of clinical expertise. For best results, we recommend hiring QA staff before conducting these trainings to ensure the materials are fully understood and properly applied.
During the initial consultation, we will review your current clinical operations and processes to determine which QA package will be most beneficial for your agency. Once the roles are established, we’ll provide you with detailed job descriptions for each position, ensuring that both you and your QA hire have a clear understanding of their responsibilities. Additionally, you can opt for Package 14, which offers a detailed job description specifically for QA staff, ensuring clarity in expectations from the start.
QA Role:
Absolutely! While your BCBAs may be experienced clinicians with reputable backgrounds, they might not have the specific knowledge needed to complete documentation according to insurance standards. Additionally, each insurance company has different expectations, and your BCBAs may not be familiar with all of them.
Establishing standardized job descriptions and criteria for all direct service positions, along with ongoing monitoring, ensures that every team member is competent in their roles. Package 20 includes QA employee competency forms and checklists, as well as criteria for monthly and annual QA checks. These resources can be used to meet insurance requirements for staff performance evaluations and ensure that all direct service staff are adhering to agency protocols.
The qualifications for a QA hire depend on the specific responsibilities of the role. For tasks such as treatment plan and program book reviews, a more comprehensive ABA skill set is required compared to session note reviews. Key qualifications include strong writing and communication skills, responsibility, self-motivation, attention to detail in reviewing documents, and the ability to work collaboratively. While it’s important that QA staff have some experience in ABA to provide relevant and informed recommendations, they do not need to be fully licensed to begin working in this capacity.
As your company grows and you bring on additional QA staff, the initially hired QA individual can step into the role of lead QA director. This individual can train new staff members and oversee their work. If needed, the QA director can always reach out to Gryd Consulting for guidance. Additionally, all of our training materials are recorded for convenient access.
If preferred, Gryd Consulting can also provide live training for new hires on previously purchased packages at an hourly rate. Live training is especially recommended if there’s been a significant gap between hires, as insurance standards and industry practices may have evolved.
Under normal circumstances, Gryd Consulting does not directly review documents. Typically, QA staff are able to grasp the essential aspects of document review following training and can begin implementing these skills while gaining experience. We encourage QA staff to ask questions and refine their proficiency as they progress. To ensure preparedness, we recommend that your QA staff conduct an actual review before the final training session.
In extenuating circumstances, such as when insurance denies a claim after QA staff have reviewed the documentation, Gryd Consulting may step in to conduct a treatment review.
Ongoing QA Review:
That depends on your preference, although we strongly recommend it, because a client’s approved hours depend on the information in the report. Package 5 (Treatment Plan QA Review) provides comprehensive training for QA staff and resources for BCBAs on this topic.
Yes, there are established criteria for ensuring proper session note documentation. Package 6 (Session Note QA Review) provides thorough training for QA staff on these criteria, as well as resources and training materials on session note expectations for direct service staff. Package 7 (Session Note Review Process) outlines a systematic approach to reviewing session notes. While it is not necessary to review every session note, if your company is relatively small, conducting a review of all session notes is feasible and can ensure consistent quality.
Finalizing Packages:
To finalize packages and start consulting services, follow the steps outlined in the Gryd ‘The Process’ page ( Click Here ). For more details, contact us at info@grydconsulting.com.
During the initial consultation, we will review your selected packages and assess your company’s specific needs. Based on this assessment, we will advise you on which packages to prioritize. If any of the packages selected are unnecessary, they can be canceled during the consultation.
The initial consultation is an opportunity to assess your company’s needs. You are not required to finalize your package selection during this meeting. We encourage you to consult with other stakeholders or your clinical team before making a decision. Changes to your selection are allowed as long as no package materials or trainings have been provided. Gryd Consulting will confirm your final selection before moving forward with implementation.
For packages and custom packages, we require a 50% deposit before the start of the project, with the remaining balance due upon completion. One-time consultations and additional correspondence will be included in a monthly invoice sent at the end of each month. If you sign up for continuous consulting services, these can be part of our membership plan, allowing for ongoing support and streamlined payments.
