Scheduling of Services

Many consumers who are referred to us for services have complex needs that require lengthy services. At times, the Kornreich Technology Center receives more requests for services than we are able to meet at once. At such times, we may accumulate a substantial delay between the date we receive a referral and the date we can begin services for that consumer.

When we have received a completed referral packet for a consumer, we will give that consumer an estimate of when services can begin. It is important to realize that it is difficult to accurately predict the length of the wait time for a variety of reasons. Therefore our estimates can only be approximations and should not be considered definite. When a staff member becomes available to start a consumer’s services, s/he will contact the consumer to schedule a beginning date.

Waiting List Policy — Highlights

Regarding cancellations

When consumers do not keep appointments, completion of their services is delayed, extending the time others must wait to begin. Therefore, it is our policy that the second time a consumer fails to keep an appointment or cancels with less than 24 hours notice, that consumer’s services may be suspended and his or her name returned to the end of the current waiting list.

Please be assured that we take care to ensure equitable access to our services, and will do our best to begin as soon as possible. To that end, we have established the guidelines for handling new referrals at times when we have a waiting list.

For the most part, we place new referrals on the waiting list by date of referral. On rare occasions, a consumer may be given higher priority, such as a consumer with a rapidly progressive condition (e.g., amyotrophic lateral sclerosis), a consumer in pain or at immediate risk for injury (e.g., repetitive strain injury), etc.
Referrals go on the waiting list as of the date we receive a packet of information, including a completed, signed Authorization of Services and Payment Agreement form. Referral packets are usually reviewed for completeness within 2 weeks of arrival. If we find a packet incomplete, we will contact the referring person or agency to request the additional items. No consumer will be scheduled to begin services, however, until the referral is “complete,” meaning that all materials included or requested in the Kornreich Technology Center Referral Packet, or later, have been received. This is so even if the consumer’s name has reached the top of the waiting list.
When a consumer’s needs are such that more than one KTC staff member will be involved, e.g., a computer access evaluation and an augmentative communication evaluation, the consumer may need to wait for the least-available staff member. When selection of assistive technology for one purpose has little bearing on the other purpose, the consumer can be scheduled as soon as either professional is available. This decision is made by KTC staff on a case-by-case basis according to clinical criteria.
When we are ready to begin services with a consumer, the staff member who will provide that service will contact the appropriate person (usually the consumer or parent) to schedule the first appointment. If, after several attempts to make contact, we receive no response, we will inform the referring person or agency. We will return the consumer to the end of the waiting list about a week later if we still receive no response.
Even if services are expected to require multiple sessions, we normally make only the first appointment during the initial contact. After the first session, when we have a better idea of the consumer’s situation, it may be possible to arrange more than one appointment in advance. Most often, evaluation appointments are scheduled at roughly one-week intervals, according to the availability of all parties.
If a consumer cannot keep an appointment, we require 24 hours notice of cancellation. We will try to reschedule as soon as possible. Missing an appointment or cancelling at short notice will be excused on the first such occasion. On the second occasion, the appointment will not be rescheduled and the consumer will be moved to the end of the waiting list.
At any point, if we must cancel a scheduled session, we will notify the consumer as soon as we know. We rarely cancel for any reason other than illness of the staff member involved, however, so it may not be possible to give more than same-day notice.

The intent of the above policies is to offer services in an equitable manner to all our consumers. We have no wish to be restrictive or punitive and will attempt to take extenuating circumstances into account, as far as is consistent with our responsibility to the rest of our consumers.

[top]