For Clinicians › Referral Process
For Referring CliniciansFrom your first contact to your patient's first therapy session — here's exactly what happens at each stage, and what to expect from Kindaya.
Contact us by phone at (916) 461-5285, email at referrals@kindayaaba.com, or use the secure online form on our For Clinicians page. Include whatever documentation you have — diagnosis records, evaluation reports, insurance info, and a brief note on the patient's situation. Incomplete referrals are accepted; we'll follow up for anything we need.
Every referral receives a direct acknowledgment within 24 hours of receipt — weekends included for urgent cases. You'll hear from a person, not an automated system. If anything is missing or unclear, we'll reach out with specific questions rather than holding the referral pending a complete packet.
Confirmation that we received the referral, a named contact at Kindaya, and any follow-up questions if documentation is incomplete.
We contact the family — typically within the same 1–2 business days — to schedule an initial phone call. This call is the family's opportunity to ask questions, get a sense of fit, and decide whether to move forward. We keep the referring clinician informed if the family consents to communication.
Once the family decides to proceed, we verify their insurance benefits directly with the payor. We handle this entirely — the family is informed of their coverage and estimated cost share before any clinical appointment is scheduled. If coverage is complicated, we walk the family through their options.
The supervising BCBA schedules and conducts an in-home assessment. This is a comprehensive observation and interview — the BCBA reviews your referral documentation and any prior evaluations. Assessment findings inform the treatment plan, including recommended hours and primary treatment targets. You'll receive notice once assessment is complete if you've been identified as a referring clinician with consent to receive updates.
Assessment completion notification (with consent). The BCBA is available for a brief clinical consultation if you have questions about findings or treatment direction.
The BCBA prepares a treatment plan and submits for insurance authorization. This step's timeline depends on the payor. We advocate for the recommended hours; if the authorization differs from the clinical recommendation, we communicate this to the family and, with consent, to referring providers.
Once authorized, the RBT begins regular in-home sessions. You'll receive a notification that services have started. From this point forward, you'll receive quarterly progress reports as long as consent is in place. Direct communication with the supervising BCBA is available for clinical questions throughout the service period.
Service start notification, quarterly progress reports (with consent), and direct access to the supervising BCBA for clinical questions.
Our founder and clinical director is available for brief consultations with referring providers.