Our policies

Voluntary principle

All TT clients receive behavioral services, supervision, training or consultation on voluntary basis. Clients can request withdrawal or cancel services at any time with or without explanation.

A two-week notice is appreciated in case of withdrawal/cancellation of services for children with autism since this allows TT to accommodate schedule changes for other students or speed up the admission process for new families.

A monthly cancellation notice is required for all scheduled domestic and international training and supervision services. Travel costs reimbursement and cancellation fees may apply.

Management

Veneta Dimitrova is the Program Manager and Director of Teaching Tree. Veneta is a Board Certified Behavior Analyst and her qualifications can be viewed on the website. Her references and full resume are available upon request. Veneta is in close contact with two behavior analysts with doctoral level in behavior analysis who act as her mentors and external supervisors. Veneta stays in dialogue with her university professors and mentors and the scientific community at large to ensure her own continuation of professional development and allow her professional peers to review her work.

Veneta assesses all clients who are beneficiaries of TT’s comprehensive autism services, develops their behavioral interventions and educational programs, and maintains close oversight of all intervention and learning decisions. All students at TT receive at least 50% of the service sessions per week with Veneta. She is also responsible for the development and delivery of all professional training services.

Board Certified Behavior Analysts

TT employs only behavior analysts certified by BACB® who have extensive experience and have undergone a rigorous training process with the Program Manager. All behavior analysts meet with Veneta once a month to discuss case specific questions and receive minimum of 1-hour supervision per month during which their teaching behaviors are measured with empirically tested protocols. Additionally the entire staff receives outside supervision by our external collaborators twice a year.

In our effort to promote students’ mastery and generalization of learned skills across different individuals and interobservers’ agreement on collected data we try to match each student from the comprehensive autism program with two behavior analysts who split the center one-to-one services equally.

Behavior technicians

At the center we employ behavior technicians who facilitate playgroups, small group activities and/or our “parents’ night-out” service. Our behavior technicians have received sound training in behavior analysis and are fluent in the implementation of many behavior interventions. Their performance is thoroughly monitored and reviewed by the Program Manager using science-based teaching performance scales.

At home families may choose to hire their own educational assistants or co-therapists. Coverage for these services is either provided by the family or by the local German government if the family is eligible to receive such financial support. We are more than happy to train, oversee and supervise the work of any home-based co-therapist.

Scheduling

Students under the autism program receive balanced delivery of services throughout the week and their schedules remain fixed during the authorized treatment period. TT strives to assign session times that optimize the learning process – this means we do our best to offer services that are in synchrony with the student’s naptime, school hours, etc.

If a schedule change is required, please submit schedule change requests via email 30 days prior to the desired schedule change. Changes to each child’s schedule will be granted on a space-available basis.

Sessions

Center-based one-to-one sessions run between 1 and 2 hrs in length, depending on the student’s age and needs. The behavior analyst will promptly pick up the child in the waiting room at the designated time. At the completion of each session, the respective therapist will escort the child into the waiting room.
Please, arrive no more than 5-10 minutes prior to session start to avoid crowding of the waiting room (we share it with Ergotherapy Lieblang’s clients) and to protect other client’s confidentiality. Also arrive 10 – 15 minutes before the session completion to allow us to discuss with you the outcomes of the session and therapy notes!

Home-based sessions are between 2-6 hours depending on the focus of the visit. Potty training sessions range between 4-6 hours, while parent training sessions are 2 hours. Sessions in the community range between 2-3 hours, while team or school meetings vary from 30 to 90 min and are billed by 15 min increments

Late arrival

It is recommended that you and your child arrive at the TT Center promptly. When your child is late, the session will not be extended in order to make up for the missed time. If a delay in the start time of your child’s session is the fault of any staff member, you will not be billed for the delay and make up time will be provided.

If your child arrives more than 30 minutes late without prior notice, the behavior analyst scheduled to work with your child will cancel the session and TT will bill you 24-hour cancellation fee.

Late pick-up

TT staff strives to provide the highest level of service. Part of this requires staff to set-up, prepare materials, and plot gathered data between session times. Therefore, the time required to supervise your child will affect the session time of another child. You will be billed for any additional time your child remains at the Center after his or her session (unless previously arranged with the Program Manager).

Open door policy

TT maintains an open door policy for parents to observe their children during center-based sessions. We offer two types of open door practice: In-person or distant observation (via real-time video).

For the in-person observation we reserve the right to limit the number of observations so that we keep distractions to a minimum. Whenever possible, we ask that you request observations ahead of time. For the distant observation we require written consent for video recording from the parent, as well as parent’s personal tablet synchronized to our in-door video camera.

Billing

Service costs are billed monthly. Billing statements are sent out at the beginning of the following month, and payments are due on the 10th of each month. If the 10th falls upon a weekend or holiday, the bill is due on the following business day.

Late payments

Payments received after the due date are subject to a 25 EUR late fee. Students whose service payments are not received by 45 days from the date of billing will be subject to termination of services.

You can also pay in smaller installments, if this is more convenient. However, such arrangement has to be discussed and approved by the Program Manager.

Insurance Coverage

As a courtesy for children and families served by insurance companies, TT will bill your insurance company directly. You will be able to review the charged services in your explanation of benefit statement.

Cancellations

Cancellations occur for a variety of reasons, yet they affect the progress and effectiveness of any intervention program. Any cancellations with 24-hour or less notice and any no shows for the center-based services will be subject to a 25 EUR cancellation fee. Exception is made for any cancellations pertaining to client’s sickness.

Any cancellations with 24-hour or less notice and any no shows for the home-based services will be subject to a 25 EUR cancellation fee, plus travel costs calculated based on the German tax laws.
If excessive cancellations are made within a two-month period, the Program Manager can request a meeting with the family to discuss schedule options.

Cancellations for scheduled domestic or international trainings or supervision sessions are subject to specific fees, which include travel costs reimbursement if flights and/or hotels have been booked.

Session Cancellation by TT

If TT staff member cancels a session, you will be notified minimum one day prior the scheduled date. The missed session will be made up at the first convenient for both parties opportunity.

[title size=”2″]Child Sickness Policy[/title]Learning is considerably impaired when sickness is present. Sick children have low motivation and are easily distracted. At TT we take seriously our staff and clients’ well-being. Students with fever, infections, or other contagious symptoms will not be admitted to the Center and cancellation fee will not be charged when such instances occur.

If a child develops these symptoms during his/her scheduled session, we reserve the right to contact the parent/guardian to schedule an early pick-up.

ABA services will resume as soon as your child is symptom free for 48 hours.

Inclement weather

The safety of our clients and staff is TT’s priority. In the event of inclement weather, we will follow the guidelines set forth by the DOD Schools in the area.
Home sessions cancelled by TT staff due to inclement weather will be rescheduled. Center-based sessions cancelled by TT clients due to inclement weather will not be subject to cancellation fees.

Photo/Video/Media Consent Form

At TT we enjoy documenting the progress and the special moments of our students. In creating a nurturing and supportive environment, TT may use photographs on the center bulletin board and/or website. We may also use videos for training purposes. Your participation is encouraged, but we also respect your privacy concerns. You will receive a photo/media consent form to sign.