What We Need from You
To initiate services effectively and minimize delays, the following documentation is requested at the time of referral or shortly after family intake begins.
| Document | Status | Notes |
|---|---|---|
| Autism Spectrum Disorder diagnosis documentation | Required | Required for insurance authorization and to begin services. DSM-5-TR diagnosis from licensed clinician. |
| Neuropsychological or developmental evaluation report | Required | Full report preferred. Aids BCBA assessment and treatment planning. |
| Insurance information | Required | Member ID, group number, plan name. We conduct verification independently. |
| Parent/guardian consent to communicate with referring provider | Required | Completed by family during Kindaya intake. Required before any clinical communication. |
| School records or current IEP | Optional | Helpful for understanding current academic functioning and school-based goals. |
| Names of current providers (SLP, OT, etc.) | Optional | Facilitates coordinated care conversations. |
| Notes on behavioral priorities or urgent concerns | Optional | Safety concerns flagged in referral receive priority attention during BCBA assessment. |
What We Produce
Kindaya generates clinical documentation throughout the service relationship. The following documents are produced as standard practice.
| Document | Frequency | Shared with Referring Clinician? |
|---|---|---|
| Assessment Report | Once (at intake) | Yes, with consent — upon completion |
| Behavior Intervention Plan (BIP) | Created at authorization; updated as needed | Available upon request with consent |
| Session notes (RBT-authored) | Every session | Available upon request with consent |
| Quarterly Progress Report | Every 90 days | Yes, with consent — sent automatically |
| Annual Re-authorization Report | Annually | Available upon request with consent |
| Discharge Summary | At service conclusion | Yes, with consent — sent at discharge |
How Reports Are Shared
Reports are transmitted via secure channels only. We do not share any documentation via standard email without encryption or a secure delivery method. Options include secure fax, encrypted file transfer, or shared access to our clinical documentation platform.
Quarterly reports are sent automatically to referring clinicians with active consent on file. Ad hoc requests for specific documents can be made by calling (916) 461-5285 or emailing referrals@kindayaaba.com. We typically fulfill documentation requests within 5 business days.
Consent Flows
All clinical communication between Kindaya and referring providers requires documented consent from the patient's parent or legal guardian. Consent is obtained during the family intake process.
Consent is specific: families indicate which providers they authorize us to communicate with, and what categories of information may be shared. Consent can be modified or revoked at any time by the family.
If a family declines consent for provider communication, we will notify the referring clinician that services have been initiated but that we are unable to share clinical information at this time. We'll let you know if and when that changes.
HIPAA Considerations
Kindaya ABA operates as a HIPAA-covered entity. All protected health information is handled in accordance with HIPAA Privacy and Security Rules. Staff receive HIPAA training as part of onboarding and annually thereafter.
Referral documentation received from external providers is treated as PHI. It is stored securely, accessible only to Kindaya clinical staff with a legitimate treatment relationship, and is not retained beyond the period required by law and clinical necessity.
A note on fax and email
We accept referrals by phone, secure email, or fax. We do not accept PHI via unencrypted email. If you typically send documentation by standard email, please call us at (916) 461-5285 to set up a secure transfer method before sending clinical records.