Referral Process

Please note that our administrative departments are currently experiencing a high volume of inquiries, which may result in longer response times. Please refrain from resending referrals for patients who have been discharged. All information regarding the evaluation process and requirements to be seen by our agency are sent directly to the parent/patient as provided to us on your referral. Our agency utilizes a multi-method, multi-informant, multi-time series approach for all of our assessments, which is why our assessment can take longer to complete. These approaches allow us to gather information from multiple sources, across various days, using multiple types of assessment methods. By employing these various methods, we are able to arrive at the most valid diagnostic conclusions, confident we have a clear and accurate picture of our patient’s functioning.

Initial Appointments are booked following our office receiving new patient Intake Forms (see below). Scheduled appointment times will be offered depending on the patient’s insurance carrier, requested office location, concerns, and/or potential cancellations. After the attendance of the initial appointment(s), the next step in our evaluation process is to schedule testing appointments with our office. Timeliness of testing appointments will depend on insurance authorization requirements, available testing openings, and patient availability. 

The final report outlines the evaluation information including results, diagnosis and recommendations. We will make every effort to expedite the completion of this report. Once this report is ready, it will be immediately uploaded to the patient’s portal. This formal report is available directly to the parent/guardian/patient and can be printed or downloaded by them and sent directly to you from the parent/guardian/patient if they wish for you to receive this documentation. A copy of the final report will only be provided to your office directly from our agency in the event that a request for records is received via secure email at AAPSA@insyncdirect.com with an attached valid release of information. Please be advised that this is a secure email address and can only receive messages from other secure email systems. If you do not have a secure email and send a message to this address, please note that it will not be received.

In order for our office to send the final report to your office, we require a valid release form in conjunction with the referral, as our office provides mental health treatment. Please ensure that the release includes the following information, in addition to standard release requirements:

1. Our correct name: AAPSA or ADHD & Autism Psychological Services and Advocacy
2. Our primary address: 122 Business Park Drive, Suite 1, Utica, NY 13502
3. Our phone number: 315-732-3431
4. Our fax number: 866-822-2343
5. Mental health information MUST be specified on the release

The release should only include our agency name and not mention any specific provider names.

1. Our office will NOT schedule any appointments when a referral is received. Once a referral is received, our office will mail a postcard with the following information.
2. Parent/Patient must complete an Intake Form at AAPSA.net. Parent/Patient should choose “yes” for “Has the patient ever been referred to AAPSA?” or “Is the patient’s information in our system.” Please print this card and give it to the patient/parent.
3. Once our office receives the completed intake forms, our office staff will send the additional required forms and instructions via the patient portal within 5 days. An automated email will be sent to their provided email explaining that information is available in their patient portal.
4. Once the required forms are completed, our clinical staff will review the submitted information and scheduling information will be sent to their patient portal.
5. Our office is experiencing a delay in scheduling, so appointments may not be scheduled immediately. 
6. Please note, all information regarding the evaluation process and requirements to be seen by our agency are sent directly to the parent/patient as provided to us on your referral.