The ACP
Onboarding Process
A clear, step-by-step walkthrough of what to expect from your first contact with us through your child's first day of therapy.
From First Contact to First Session
We have designed our onboarding process to be as clear and stress-free as possible. Here is exactly what happens at each stage.
Initial Contact
The first step is simply reaching out. You can contact us by phone, by completing our online intake form, or by emailing hello@acpitt.com. A member of our intake team will respond promptly to gather some basic information about your child and your family's needs.
- No referral is required to contact us
- We serve children ages 2 to 7 for ABA therapy
- Diagnostic evaluations are available for children and adults of all ages
- We will ask about your child's current diagnosis, age, and insurance
Insurance Verification
Once we have your basic information, our team verifies your insurance benefits on your behalf. We contact your insurance carrier directly to confirm your ABA therapy coverage, determine your deductible and copay obligations, and identify any prior authorization requirements.
- We verify benefits with most major insurance carriers
- We accept Pennsylvania Medicaid and most managed care plans
- We prepare a detailed Benefit Summary before services begin
- No financial surprises — we explain your costs clearly upfront
Prior Authorization
Most insurance plans require prior authorization before ABA therapy can begin. This means your insurer must review and approve the medical necessity of services before we can start. Our team compiles all required documentation — including your child's diagnosis records and clinical justification — and submits the authorization request on your behalf.
- We compile and submit all required clinical documentation
- We follow up with insurers to expedite the approval process
- We handle any appeals if an initial authorization is denied
- We keep you informed throughout the process
Initial Assessment
Once authorization is in place, a Board Certified Behavior Analyst (BCBA) conducts a comprehensive assessment of your child. This evaluation identifies your child's current skill levels, learning style, strengths, and areas of need across communication, social skills, daily living, and behavior. The assessment typically takes place over one to two sessions.
- Conducted by a Board Certified Behavior Analyst (BCBA)
- Includes standardized assessments and direct observation
- Family interview to understand your priorities and goals
- Results are used to design your child's individualized program
Program Design
Using the assessment results and your family's input, the BCBA designs a fully individualized ABA program for your child. This program specifies the skills to be taught, the teaching strategies to be used, the intensity of services recommended, and the measurable goals your child will work toward. The program is reviewed with your family before services begin.
- Individualized to your child's unique profile — not a template
- Goals are specific, measurable, and meaningful to daily life
- Program includes both skill-building and behavior support components
- Family training goals are built into every program
Services Begin
With the program in place and authorization secured, your child begins ABA therapy with their assigned Registered Behavior Technician (RBT), supervised by their BCBA. Sessions take place at the location that works best for your family — at home, at school, or at one of our four centers. From day one, data is collected at every session to track progress and guide ongoing program adjustments.
- Therapy delivered by trained, supervised Registered Behavior Technicians
- BCBA provides regular supervision and program updates
- Data collected every session — progress is always visible
- Regular parent meetings to review progress and update goals
How Long Does It Take?
The timeline from initial contact to the first therapy session varies depending on insurance authorization timelines, which are largely outside our control. Here is a realistic overview of what to expect.
| Stage | Typical Timeframe | Notes |
|---|---|---|
| Initial contact & intake | 1–3 business days | We respond to all inquiries promptly |
| Insurance verification | 2–5 business days | Depends on insurer response time |
| Prior authorization | 1–4 weeks | Varies significantly by insurance plan |
| Assessment scheduling | Within 1–2 weeks of authorization | Subject to BCBA availability |
| Program design | 1 week after assessment | Reviewed with family before services begin |
| Therapy begins | Subject to RBT availability | We work to minimize wait times |
What to Have Ready When You Contact Us
Having the following information available will help us move through the intake process as quickly as possible.
Ready to Get Started?
The sooner you reach out, the sooner we can begin working through the process together. Our intake team is ready to help — and we will guide you through every step.