3 Phases of the Insurance Authorization Process - Cultivate Behavioral Health & Education - ABA Therapy

3 Phases of the Insurance Authorization Process written by Mallory Morrison

1. Prior Insurance Authorization Processes for ABA

AKA pre-certification, or pre-cert, or pre-auth.

First, some insurance background

When a child is diagnosed with autism, many families seek out ABA programs to address their child’s individual needs. Given the intensity and long-term nature of ABA, most families opt to utilize their health insurance to pay for these medically-necessary services. In the past, insurance companies denied coverage for these therapies. However, all 50 states have passed legislative action to mandate insurance coverage for ABA and other Autism services. These laws vary wildly from state to state though, so it is crucial you understand the mandate that affects you. Visit this link to learn more about your state’s mandate.

Quick Note: Just because all states have mandates for insurance coverage, not all insurance plans will cover ABA. These mandates are going to really just apply to state-regulated fully-funded plans. Federally regulated plans like self-funded (ERISA) plans are not subject to state laws. They may choose to exclude coverage for ABA. ABA may also not be covered by your state’s Medicaid plan(s). And short-term, limited-duration plans are also known to exclude certain services like ABA.

First, we need to determine that you have an insurance plan that covers ABA. Then it’s time to start booking appointments, right? Unfortunately, it’s not that simple.

Enter the prior authorization process

Unless you have one of those rare plans that doesn’t require prior authorization for ABA services (lucky you), your insurance plan is going to insist that your child have one.

What is Prior Authorization?

Simply put, a prior authorization is an indication of the level of care your insurance plan is willing to cover for a certain treatment. It also indicated that you meet their medical-necessity criteria to receive that treatment. For an ABA program, the general criteria they want is:

  • that your child be of a certain age (state mandates again)
  • and that you child has an official diagnosis of an Autism Spectrum Disorder.

The prior authorization process can be time-consuming and for ABA, is comprised of two-steps. At each step, your provider will need to determine your insurance’s specific authorization process and submit their requests accordingly.

2. The Insurance Authorization Process

Step 1: Assessment Authorization

Supporting documentation: Autism Diagnostic Report, possibly an ABA “prescription” or referral

In order to develop a treatment plan and recommendations, a BCBA first needs to conduct an assessment. This is not the same as the evaluation used to diagnose your child with Autism, rather it is a more in-depth look at your child’s skills and behaviors to determine where the gaps are and how an ABA program can address those needs. After the assessment is completed, the BCBA will make a recommendation for how many hours of treatment your child needs and write the individualized treatment plan.

Step 2: Ongoing Services Authorization

Supporting documentation: Treatment Plan and ASD Diagnostic Report

To obtain an authorization for ongoing ABA services, your provider will send the treatment plan to your insurance company along with a request for how many hours of treatment they are recommending for your child. Once approved, the insurance company will typically*  authorize treatment for six months at a time. In these instances, around 5 months into treatment your BCBA will re-conduct those assessments again, update the treatment plan and recommendations as necessary, and re-submit everything back to the insurance company for another authorization for the next 6 months. That process then repeats itself for the duration of your child’s treatment.

*Some insurance companies authorize for shorter time periods , ex: 3 months. Shorter authorizations may mean the insurance company wants to see more supporting documentation or a re-evaluation for ASD.

3. You Got the Insurance Authorization!

Once you have put in the time working with both your BCBA and Insurance company, you will have earned your authorization for ABA services. Be aware that this is a process that can take weeks, but don’t be discouraged. All that time and patience is worth it, as now you can begin scheduling appointments and your child can begin their ABA journey. So, don’t give up and remember, we are with you every step of the way!

Potential Barriers during the authorization process

No process comes without some barriers, especially when working with health insurance. Your ABA provider will be able to navigate these potential issues with you, but these things can cause delays to gaining that authorization.

Peer Review
During the ongoing services authorization stage, the insurance company may request a “peer review/utilization review” during which your BCBA and a medical professional from the insurance company will go over the treatment recommendations. In this discussion, the peer reviewer may determine your child needs fewer hours than your BCBA is recommending, thus effecting the treatment your child receives.

Diagnostic Report Issues
In recent years, insurance companies have become more rigid in their diagnostic requirements for ABA. Their medical guidelines may require a specific assessment your child has not received, or if your child received their diagnosis many years ago, they may require a re-evaluations be completed.

Other Insurance Policy Restrictions
Depending on your type of insurance and your state’s autism mandates, you may run into policy roadblocks at your insurance company. These can include the previously listed diagnostic issues, age restrictions, locations where the treatment can occur, etc. Also remember self-funded, Medicaid, and short-term plans may not cover ABA at all!