Golden View Learning Center Attendance Policy San Diego

Our San Diego, Escondido and Vista therapy sessions are scheduled in advance, with clients/families being notified of the time and date of their regularly occurring appointments upon intake. GVLC asks that all clients keep a consistent schedule which follows our block schedule format of 8am-12pm and/or 12pm-4pm.

• Attendance: Clients are expected to attend all scheduled therapy sessions. Regular attendance is critical to the progress and effectiveness of ABA therapy. If a client is unable to attend a session, communication with the scheduling department is imperative – please see client cancellation policy below.
• Timeliness: Arriving on time is important. If a client does not expect to arrive at the scheduled session time, the client is to notify their location’s Scheduling by call/text/email (moving forward will be referred to as Scheduling).

If a client arrives late 3/5 days a week, for two consecutive weeks, GVLC reserves the right to change the start time by 15 minute intervals. If a client is arriving between 10-20 minutes late, arrival time will be changed by one 15 minute interval. If a client is arriving beyond 20 minutes late on average, arrival time may be subject to change immediately by two 15 minute intervals (e.g., moved from 8am to 8:30am). 

If needed, GVLC will continue to change client start time by 15 minute increments until the start time becomes 9am. GVLC will not schedule AM sessions past 9am and instead will then change the start time to the PM block of 12pm.

If the client is interested in moving back to an earlier start time, two weeks of on-time consistency is required with the current schedule before moving back to an earlier time.

If the client is picked up late (i.e., after 4pm) four times in one month, GVLC reserves the right to change the pick up time earlier by 15 minute intervals. If the client is interested in moving back to a 4pm pick up time, two weeks of on-time consistency at pick up is required with the current schedule before returning to a 4pm pick up time.

If the client has not arrived within 30 minutes of their scheduled start time, without communication to Scheduling, GVLC will cancel that day’s session (see below under NCNS).

•  Cancellations: Clients are to notify Scheduling no later than 6:30am, day-of, for day-of cancellations. 
• Planned absences: GVLC gladly accepts planned absences. Clients are to notify Scheduling of any planned absences and Scheduling will adjust the schedule accordingly.
• Late Cancellation: Late cancellations are those made after 6:30am on the day of the cancellation and should be avoided. In the event of late cancellation, please notify Scheduling as soon as possible. GVLC reserves the right to modify client schedules if there are consistent late cancellations. 

Consistent late cancellations are when Scheduling is notified after 6:30am, 1/5 days a week, for two consecutive weeks.

• No-Call No-Show (NCNS): If a scheduled session is missed (not arriving within 30 minutes of scheduled start time) without Scheduling being notified (i.e., a NCNS), the current day’s sessions as well as the following day’s scheduled sessions will be cancelled unless Scheduling is otherwise notified prior to 6:30am the following day. Additionally, repeated NCNS may lead to a review and potential change of the current schedule, including potential removal of the client from the schedule until attendance can be improved.

In the event of consistent cancellations, GVLC reserves the right to adjust the client’s schedule and reduce the number of scheduled sessions/days per week in which services will be provided (e.g., reduce from 5 days a week to 4 days a week). Consistent Cancellations include one cancellation a week, for four consecutive weeks. This decision will be made in consultation with the client and/or family to explore options for improving attendance.

• Parent Training (PT): If late arrival to a scheduled PT appointment is not communicated to the client Supervisor within 15 minutes prior to the start time, and parent/caregiver does not arrive by the start time, PT will be canceled and the client Supervisor will reroute to alternative sessions/appointments. 

At least one Parent Training is required per month by the insurance companies. Failure to comply may result in your authorization not being renewed.

Clients are to communicate anticipated late arrivals to PTs in order for Supervisors to modify their schedules accordingly.

Termination of Services

• If client attendance patterns (e.g., repeated cancellations, tardiness, or NCNS) do not improve, GVLC may consider termination of services. This decision will be made in consultation with the client and/or family to explore options for improving attendance.