Hire and manage service providers

Agencies have professional and non-professional staff who deliver services at home or at a centre. They use contracts to manage working with clients and are responsible for their own employment-related costs.

Self-employed service providers deliver services at home or at a centre. They contract their services to clients and are responsible for their own employment-related costs. 

Ensure that when choosing who will work with your family, you consider whether they will be self-employed, working under contract, or an employee. If you choose to hire an employee, you need to meet your obligations as an employer while also complying with the terms of your Funding Program agreement, including, if applicable, any policy incorporated into the agreement. At minimum, you need to: 

Make sure the service provider is at least 19 years old, does not have the same address as your child, and has a clear/current criminal record check 

• Follow employment standards 
• Consider employment related costs ensuring that you and the employee meet WorkSafeBC requirements 
• If applicable make deductions to pay income tax, Canada Pension Plan or Employment Insurance benefits 

Once you decide which service providers you would like to work with, you can use your funding to pay for eligible supports and services. 

Find out what each person on your child’s team will be doing, how much time they will spend with you and your child, and what they charge for their services. It's best to meet with service providers to find out if they will be a good fit. Consider things like:

What fees do they charge? Are there fees for travel? Initial consultation fees are not covered by Funding Programs unless part of a continuing series of sessions with the provider. 

• What are their cancellation policies? 
• Are their services eligible for funding under your Funding Program? Submit the appropriate request form to ensure that their services are eligible. 
• Will they provide services in your home or at a centre? 
• What approach do they plan to use and why? 
• How much time will be spent one-on-one with your child? 
• Will they include you and your family in their services – for example will they help you implement new strategies at home and in everyday life? 

MCFD recommends that you have a written agreement or contract with each of your service providers. Don't ever sign a blank contract form. A proper contract should include but is not limited to the following: 

• A description of services and how much they will cost (e.g. hourly rates, fee to complete forms). 
• Timelines, expected hours, and where the service will take place. 
• A statement about confidentiality and the release of personal information, including how your child's information will be stored and returned to you at the end of service. 
• A statement that rates and hours cannot be changed without your written consent. 
• A clear cancellation policy.
  • The Funding Programs do not cover missed appointments or cancellation fees. 
• Service start and end dates that match your child’s Funding Program period, including how services will be paid if funding is exhausted. 
• Terms for ending the service. 
• Guardian obligations and responsibilities that align with your Funding Program agreement. 

Find the right fit by talking with service providers before choosing one that works best for your family. 

Single consultation sessions that are not intended to be followed up with further therapy or treatment supports are not eligible expenses under the Funding Programs.  It is the responsibility of the service provider and the parent/guardian to negotiate any payment for that service. 

Check with professional associations that govern different service providers to find out what rates are reasonable and what type of service they're expected to provide. 

Consider the priorities and needs for your child, then ask potential service providers: 

• Is there research that shows this service is aligned with evidence-informed practices? 
• How will this support or service help my child? 
• How will my child’s progress be measured? 
• How will the program be adjusted according to my child’s progress?

See if the service provider's approach is based on evidence-informed practices – meaning there's research or evidence that proves the strategies they're using are effective. Here are some things to look for and consider: 

• Development of a support plan, as described further below, that emphasizes academics, communication, social/play skills, emotional/self-regulation, motor/sensory functioning, independence/life skills 
• The support or service is individualized and provided in a wide range of settings in collaboration with your child’s home, school and community support teams 
• Supports and services are developed by well-trained professionals; they are regularly monitored, evaluated and adjusted according to your child's development 
• Use of materials or activities that motivate your child specifically to increase their engagement 
• Promotes learning by using visual supports and managing environmental factors 
• Parents, guardians, family members and caregivers are encouraged to be involved and receive training or coaching so that they can provide support as much as possible 
• Use of a predictable routine 
• Use of highly supportive, structured teaching methods that are based on evidence-informed practice 
• Your child’s support plans, if applicable and as discussed further below, should consist of positive support strategies 
• A variety of professionals should collaborate with the family 
• Planned opportunities to interact with your child’s peers 
• Planning for times of transition like preschool to kindergarten or high school to adulthood 
• For youth, there should be planned opportunities to develop skills to improve quality of life (e.g., employment; recreation; hobbies; social networks; etc.) 
• Behaviour Interventionists should receive ongoing supervision and training by qualified professionals

The professionals on your team will work with you to develop a support plan for your child, based on their unique strengths and needs. The support plan is like a road map that outlines "where your child is now" and sets goals for "where we want to go." 

The plan will often focus on: 

• Areas where your child needs the most support – for example, communication, social-emotional development, academic support or functional life skills 
• The strategies for reaching those goals 
• The process for regular review to measure progress and update goals

The strategies outlined in the plan should help your child achieve their goals. 

A support plan should: 

• Be completed as soon as possible and in collaboration with the people who support your child at home, school and in the community  
• Identify specific goals  
• Include input from professionals on the team 
• Identify teaching strategies or methods to be used to achieve each goal 
• Use ongoing data collection to measure progress and make adjustments 
• Use a functional approach to challenges your child may be experiencing. 
• Identify team members and responsibilities 
• List dates for regular review and updating of the plan 
• Include strategies that ensure new skills are developed and used in a variety of environments 

Stay informed about the services your providers deliver and what they charge. Checking invoices and reviewing your child's progress can help you make sure your family is getting the support you need and that your funding is being used effectively.