If you’re a parent trying to secure services for your child, chances are you’ve felt it — the overwhelm of paperwork, phone calls, and confusing insurance language. It can feel like a maze where every turn leads to another form or deadline. But here’s the truth: once you understand how the system works, it gets easier. And when it feels too heavy to carry alone, there are people ready to walk with you.
Here are some practical ways to make the process smoother — and a little less stressful.
Get to know your insurance and funding
Insurance jargon can be intimidating, but breaking it down step by step helps. Start by learning the details of your plan: coverage limits, co-pays, session caps, and reauthorization rules. Keep everything in one place — a binder, a notebook, or a digital folder — with assessments, treatment plans, and every letter or email you receive.
When you speak with insurance representatives, write down names, dates, and what was said. It may feel tedious, but this kind of record-keeping can make a big difference if you ever need to file an appeal or clear up confusion later.
Stay ahead of authorizations
One of the biggest frustrations families face is services getting interrupted because of missed deadlines. Reauthorizations almost always come with strict timelines, so it helps to mark dates on your calendar and set reminders well in advance. Your ABA team can support you by pulling together progress notes and submitting the paperwork on time, but keeping your own reminders adds a safety net.
Coordinate with all providers
If your child is working with more than one provider — maybe ABA plus speech or occupational therapy — communication is key. Share updates across providers so that everyone is on the same page. Overlapping goals and consistent strategies can make the difference between progress that feels seamless and progress that feels scattered.
Tap into community supports
The service system doesn’t stop at insurance. Look around your community for resources like respite care, adaptive recreation programs, advocacy groups, and parent training workshops. These not only provide practical help, but also connect you with families walking a similar path. Sometimes the best advice — and encouragement — comes from another parent who’s been there.
Step into your role as an advocate
No one knows your child better than you do. That makes you their strongest advocate. Trust your instincts when something doesn’t feel right. Ask questions. Ask again if the answer isn’t clear. Challenge decisions when necessary. Advocacy isn’t always easy, but your persistence can open doors to better supports and outcomes for your child.
How we support you at United Care ABA
We know the system is complicated, and we don’t expect you to figure it out alone. At United Care ABA, our administrative and clinical teams work side by side to guide you through every step — from intake and insurance authorizations to progress reviews and next steps. Our goal is to make sure you can focus less on paperwork and more on your child.
The bottom line
Yes, the service system can feel overwhelming. But by breaking it into manageable steps, leaning on your support network, and remembering you don’t have to do it all alone, the process becomes less intimidating. And we’ll be here with you, every step of the way.
