ABA Parent and Caregiver Participation Log for Florida Medicaid (Excel)
What it is for
A log for one client's authorization period: one row per session or caregiver training, with whether the parent or guardian was present, who took part, the minutes and, when they were absent, the reason, the likely impact and how it is reduced. The Excel version adds up the entries, the sessions with a parent present and the minutes of participation, so the data for a Florida Medicaid continuation request is ready. It uses a client code, never a name.
What it includes
- Excel log with lists for the service and attendance
- Period totals: entries, sessions with a parent present and minutes
- Columns for the reason, the likely impact and how it is reduced
- Printable log for paper records (PDF)
How to use it
- Download the Excel log and start one file per client and authorization period, with a client code.
- After each session or caregiver training, add a row: date, service, whether the parent or guardian was present, who took part and the minutes.
- If they were not present, write the reason, the likely impact and how you reduce it.
- At the continuation request, copy the period’s totals.
What the log covers
- Your efforts to include parents, which the policy asks you to document in treatment plan updates.1
- When they cannot take part: the reasons, the potential impact and how it is mitigated.1
- Continuation requests include data about parent or guardian participation.1
- Training by telemedicine: up to two hours per week by the Lead Analyst.12
What it does not do
- It does not replace the session note, which explains when the parent or guardian is not present.1
- It does not count units or check authorizations.
- It stores nothing online: the file stays on your computer or your organization’s storage.
Before each continuation request
Questions about the tool
Does the log replace the session note?
No. The session note still explains when the parent or guardian is not present. The log gathers the period's participation data for the continuation request.
Why a client code instead of a name?
So the file carries less health information if it is shared or lost. Keep the key that links each code to its client in your records system.
Sources
- Florida Medicaid Behavior Analysis Services Coverage Policy. Agency for Health Care Administration (AHCA), December 2024, Rule 59G-4.125, F.A.C.
- Behavior Analysis Fee Schedule. Agency for Health Care Administration (AHCA), October 1, 2024.
Educational tool. It does not replace clinical judgment, legal advice or your payer’s rules. Always check the current version of each source.