Admissions

Your Journey Begins Here

A compassionate and thorough admissions process

At Adolbi Care Behavioral Health Center, we understand that seeking mental health services for a young person can be both a hopeful and anxious time for families. Our admissions and intake process is designed to be welcoming, thorough, and supportive, creating a foundation for successful treatment.

We believe that effective care begins with a comprehensive understanding of each young person's unique needs, strengths, and challenges. Our intake process gathers essential information while building rapport and trust with both the youth and their family.

Throughout the admissions process, our team works to ensure that families feel informed, supported, and empowered to participate actively in their child's care. We view parents and caregivers as essential partners in the treatment journey and value their insights and involvement from the very beginning.

Intake session with a family

Our Admissions Process

A step-by-step guide to beginning services

1

Initial Contact

The journey begins when you reach out to us by phone, email, or through our online form. During this initial contact, our admissions coordinator will:

  • Gather basic information about your child and family
  • Briefly discuss your concerns and needs
  • Explain our services and approach
  • Answer any immediate questions you may have
  • Schedule a screening appointment

We strive to respond to all inquiries within one business day, recognizing that families often reach out during times of concern.

2

Screening Assessment

The screening assessment helps determine if our services are appropriate for your child's needs. This 30-45 minute appointment can be conducted in person or via telehealth and includes:

  • Discussion of presenting concerns and symptoms
  • Brief review of mental health and developmental history
  • Exploration of previous treatment experiences
  • Assessment of urgency and risk factors
  • Review of insurance and payment information

Following the screening, we'll discuss our recommendations, which may include proceeding to a comprehensive intake at our center, referral to a more appropriate level of care, or connection to other community resources.

3

Insurance Verification

If we determine our services are appropriate for your child, our billing specialist will:

  • Verify your insurance benefits
  • Explain coverage details and any out-of-pocket costs
  • Discuss payment options and financial assistance if needed
  • Obtain necessary authorizations for services
  • Answer any questions about the financial aspects of care

We work with most major insurance plans and offer various payment options to ensure that financial concerns don't become barriers to receiving needed care.

4

Intake Appointment

The comprehensive intake is typically a 90-minute appointment that includes:

  • Detailed clinical assessment with a licensed clinician
  • Completion of standardized assessment measures
  • Review and signing of consent forms and policies
  • Discussion of confidentiality and its limits
  • Opportunity for questions and concerns

Both the young person and their parent(s)/guardian(s) participate in this appointment, though portions may be conducted separately to allow for private discussions. We strive to create a comfortable environment where everyone feels heard and respected.

5

Treatment Planning

Following the intake assessment, we develop an individualized treatment plan that includes:

  • Clinical impressions and preliminary diagnosis
  • Recommended services and their frequency
  • Specific treatment goals and objectives
  • Assignment of a primary clinician and treatment team
  • Timeline for treatment review and reassessment

The treatment plan is developed collaboratively with the young person and family, incorporating their goals and preferences. This plan serves as a roadmap for treatment and is regularly reviewed and updated as progress is made.

6

Service Initiation

Once the treatment plan is established, services begin promptly. The initiation phase includes:

  • Scheduling regular appointments with assigned providers
  • Orientation to our facilities and procedures
  • Introduction to all members of the treatment team
  • Provision of resources to support treatment
  • Establishment of communication preferences and protocols

We strive to begin services within one week of the intake assessment, recognizing the importance of timely intervention for young people experiencing mental health challenges.

Required Documentation

Information needed to begin services

Parent completing intake forms

To ensure a smooth admissions process and appropriate care for your child, we require certain documentation before beginning services. Please bring the following items to your intake appointment:

Identification and Insurance

  • Parent/guardian photo ID
  • Insurance card (front and back)
  • Secondary insurance information, if applicable
  • Custody or guardianship documentation, if applicable

Medical Information

  • List of current medications and dosages
  • Relevant medical history and conditions
  • Primary care physician contact information
  • Immunization records (for certain programs)
  • Previous psychiatric evaluations, if available

Educational Information

  • Current IEP or 504 Plan, if applicable
  • Recent school reports or progress notes
  • Educational testing results, if available
  • School contact information

Treatment History

  • Previous mental health treatment records
  • Discharge summaries from prior hospitalizations
  • Psychological or neuropsychological testing reports
  • Contact information for previous providers

Note: While we request these documents to provide the most comprehensive care, we understand that some may not be available. Please bring what you have, and we can discuss obtaining additional information as needed. All information is kept strictly confidential in accordance with HIPAA regulations.

Pre-Intake Forms

To save time during your appointment, you can download and complete the following forms in advance:

Eligibility Criteria

Understanding who we serve

Adolbi Care Behavioral Health Center specializes in providing mental health services to children, adolescents, and young adults. Our programs are designed to address a wide range of mental health concerns while maintaining specific eligibility criteria to ensure we can provide appropriate and effective care.

Age Range

We provide services to young people between the ages of 6 and 21. Our programs are developmentally tailored to address the unique needs of different age groups:

  • Children's Program: Ages 6-12
  • Adolescent Program: Ages 13-17
  • Young Adult Program: Ages 18-21

Clinical Needs

Our services are appropriate for young people experiencing a variety of mental health concerns, including but not limited to:

  • Anxiety disorders
  • Depression and mood disorders
  • Attention-deficit/hyperactivity disorder (ADHD)
  • Trauma-related disorders
  • Behavioral challenges
  • Adjustment difficulties
  • Family relationship issues
  • School-related problems
  • Mild to moderate substance use concerns (as a secondary issue)

Level of Care

Our outpatient services are most appropriate for young people who:

  • Are medically stable
  • Do not require 24-hour supervision
  • Have adequate support systems
  • Can safely participate in community-based treatment
  • Are able to engage in therapeutic activities
  • Have the cognitive capacity to benefit from talk therapy (with developmental adaptations as needed)

Geographic Area

We primarily serve families residing within a 50-mile radius of our center to ensure accessibility for regular appointments. Telehealth services may be available for those living further away, depending on state licensing regulations and clinical appropriateness.

Insurance and Payment

We accept most major insurance plans, including:

  • Most commercial insurance plans
  • Medicaid and Medicare
  • TRICARE
  • Self-pay arrangements

Financial assistance may be available for families who qualify. Our billing specialists can discuss options during the admissions process.

When We May Not Be the Right Fit

In some cases, we may determine that our services are not the most appropriate option for a young person's needs. We may recommend a different level of care or specialized program for individuals who:

  • Require inpatient or residential treatment due to safety concerns
  • Have primary substance use disorders requiring specialized addiction treatment
  • Have severe developmental disabilities that significantly limit participation in talk therapy
  • Require specialized medical monitoring beyond our capabilities
  • Have legal involvement requiring court-mandated specialized programs

In these situations, we work closely with families to provide appropriate referrals and support the transition to more suitable services.

Diverse group of young people

Referral Information

For professionals and community partners

Professional consultation

We welcome referrals from a variety of sources, including healthcare providers, schools, community agencies, and other mental health professionals. Our goal is to make the referral process as smooth as possible for both the referring party and the family being served.

How to Make a Referral

Online Referral Form

Complete our secure online referral form available on our website. This is the fastest method and allows for immediate confirmation of receipt.

Access Referral Form

Phone Referral

Call our dedicated referral line at (800) 555-9876, Monday through Friday, 8:00 AM to 5:00 PM. Our referral coordinators can gather information and begin the process immediately.

Fax Referral

Complete our referral form and fax it to (800) 555-9877. Please ensure all information is legible and include your contact information for follow-up questions.

Download Referral Form

Email Referral

Send referral information to referrals@adolbicarebhc.com using our secure email system. Please do not include protected health information in unsecured email.

Information Needed for Referrals

To process a referral efficiently, please provide the following information:

  • Client name, date of birth, and contact information
  • Parent/guardian name and contact information
  • Insurance information, if available
  • Reason for referral and presenting concerns
  • Any immediate safety concerns or urgent needs
  • Previous mental health treatment history, if known
  • Current medications and medical conditions
  • School information and academic concerns, if applicable
  • Other agencies or providers currently involved
  • Referring party contact information

What Happens After a Referral

  1. Confirmation: We confirm receipt of all referrals within one business day.
  2. Family Contact: We reach out to the family within 1-2 business days to begin the intake process.
  3. Screening: We conduct an initial screening to determine service appropriateness.
  4. Feedback: With appropriate releases, we provide feedback to the referring party about the outcome of the referral.
  5. Ongoing Communication: For referring providers who will remain involved in the client's care, we establish a communication plan for continued collaboration.

Professional Partnerships

We value our relationships with referring providers and community partners. We offer several ways to strengthen these connections:

  • Regular case consultation meetings
  • Professional education and training opportunities
  • Collaborative care planning for shared clients
  • Program tours and meet-and-greet sessions with our clinical team
  • Customized referral protocols for high-volume referral sources

To learn more about establishing a formal referral partnership, please contact our Community Relations Coordinator at (800) 555-9878.

Frequently Asked Questions

Common questions about our admissions process

From initial contact to beginning services, the process typically takes 1-2 weeks. The initial screening is usually scheduled within 3-5 business days of your first call, and the comprehensive intake appointment within another 3-5 days after that. We strive to begin regular services within one week of completing the intake. For urgent situations, we can often expedite this timeline.

While the initial screening can sometimes be conducted with just the parent/guardian, we strongly encourage your child to participate in this appointment if possible. The comprehensive intake appointment definitely requires your child's presence, as this is when we begin building rapport and conducting direct assessment. We recognize that some young people may be reluctant to attend, and our staff are experienced in engaging hesitant children and teens in the process.

We understand that gathering all documentation can be challenging. At minimum, we need identification, insurance information (if applicable), and basic medical information to begin services. Other documents can be provided as they become available. With your signed consent, we can often help obtain records from previous providers or schools. The most important thing is to start the process, and we can work together to gather additional information as treatment progresses.

If your insurance doesn't cover our services or you don't have insurance, we offer several options. We have a sliding fee scale based on family income and size, and we can work with you to develop a payment plan that fits your budget. We also have a limited number of grant-funded slots for families with financial need. Our goal is to make services accessible, and our billing specialists are experienced in finding creative solutions to financial barriers.

Yes, you can request a specific provider, and we will do our best to accommodate your preference based on that provider's availability and clinical expertise. During the intake process, we gather information about what qualities you're looking for in a therapist (gender, therapeutic approach, special expertise, etc.). This helps us make appropriate matches. If for any reason the initial match doesn't feel right, we're happy to discuss reassignment to ensure a good therapeutic fit.

We understand that circumstances sometimes require rescheduling. We ask for at least 24 hours' notice when possible, which allows us to offer the appointment time to another family. If you need to cancel or reschedule, please call our office at 346-291-2561. For last-minute cancellations due to illness or emergency, please call as soon as you're able. Repeated cancellations without notice may result in the need to restart the intake process, as timely completion of the assessment is important for beginning effective treatment.

We balance adolescents' need for privacy with parents' need to be involved in their child's care. During the intake process, we discuss confidentiality with both teens and parents, establishing clear agreements about what information will be shared. Generally, we maintain confidentiality for adolescents except in situations involving safety concerns (risk of harm to self or others), which must be disclosed to parents and potentially other authorities. We encourage open communication within families and work to facilitate healthy sharing of information while respecting appropriate boundaries.

If we determine that our services aren't the best match for your child's needs, we don't simply turn you away. Our commitment is to help you find the right care, even if it's not with us. We provide specific referrals to more appropriate services, share our assessment findings to prevent you from having to repeat the entire process elsewhere, and often make direct contact with the recommended provider to facilitate a warm handoff. In some cases, we may offer limited interim services while you're connecting with the more appropriate level of care.

Family Experiences

Stories from families who have been through our admissions process

I was so nervous about seeking help for my son, but from the first phone call, the staff made us feel welcome and understood. The intake process was thorough but not overwhelming, and they took the time to really get to know Jake, not just his challenges. Within two weeks, he was connected with a therapist he really likes, and we finally felt like we had a plan forward.

As a school counselor, I've referred many students to Adolbi Care, and I'm always impressed by how quickly they respond and how well they communicate throughout the process. They make it easy for families by helping gather records and working with insurance. Most importantly, they really listen to what the kids and parents need, which makes such a difference in getting teens engaged in treatment.

I was really scared about going to therapy and refused to talk during the first appointment. The intake person didn't push me or make me feel bad about it. She just asked easy questions and let me take my time. By the end, I felt comfortable enough to share some stuff that was bothering me. Now I've been in therapy for six months, and it's actually helping a lot.

Ready to Begin?

Taking the first step toward mental health support for your child shows courage and hope. Our admissions team is here to guide you through every step of the process with compassion and expertise.