How to Get on Multiple Waitlists Without Losing Track
If you're trying to start ABA therapy, you already know the reality: waitlists are long, and one waitlist is rarely enough.
The smartest move most families can make is to get on several lists at once. But that creates a new problem.
Five providers. Five intake coordinators. Five sets of paperwork. Five different estimated wait times.
Suddenly you can't remember who you called, what they asked for, or when you last checked in.
This guide will show you a simple system to stay organized so no opportunity slips through the cracks. And at the end, you can grab our free Waitlist Tracker template to make it even easier.
Why Multiple Waitlists Matter
Let's be direct: waiting on a single provider puts your child's care in someone else's hands.
Openings depend on staffing, scheduling, cancellations, and location, none of which you control. Being on several lists increases the chance that someone calls you sooner.
And no, it's not rude. Providers expect it. Families do it every day.
When a spot opens, you still get to choose. Being on a list is not a commitment.
Step 1: Build Your Provider List
Start by finding four to six ABA providers that meet your basic needs:
- Accept your insurance (confirm "in-network," not just "we take that insurance")
- Serve your area or offer the setting you need (home, clinic, school, or telehealth)
- Work with your child's age group
You can search verified ABA providers on Kid Care Connect and filter by what your family needs.
Before you add a provider to your list, review our Red Flags to Watch for in an ABA Therapy Company. There's no point waiting months for a provider you wouldn't want anyway.
Step 2: Create One Central Tracker
This is the most important step.
Don't rely on memory, sticky notes, or scattered texts. Keep one place for everything, whether that's a spreadsheet, a notebook, or our free template.
For each provider, track:
What to Track
Why It Matters
Provider name and location
Keeps options clear at a glance
Intake contact name, phone, and email
So you always reach the right person
Date added to waitlist
Helps you measure how long you've waited
Estimated wait time
Lets you compare realistically
Documents submitted
Avoids delays when your spot opens
Documents still needed
Your to-do list for that provider
Insurance verified? (Y/N)
Prevents surprise coverage problems
Last follow-up date
Tells you who's due for a check-in
Next follow-up date
Keeps you on schedule
Notes
Scheduling preferences, impressions, anything important
Step 3: Ask the Right Questions When You Join
When you call a provider to join their waitlist, ask:
- How long is your current estimated wait?
- Is your waitlist first-come, first-served, or based on other factors?
- Do you keep a cancellation list?
- What documents do you need from me now?
- Have you verified my insurance, or should I?
- Who should I contact for updates, and how often is okay?
- Would flexible scheduling (mornings, clinic sessions, different locations) help us start sooner?
Write the answers in your tracker during the call. You won't remember them later.
For deeper questions to ask once a spot opens, use our ABA Therapy Provider Interview Checklist.
Step 4: Submit Documents Once and Reuse Them
Most providers ask for the same core documents. Instead of scrambling every time, create a "Ready to Send" folder, both digital and physical, containing:
- Your child's Comprehensive Diagnostic Evaluation (CDE)
- A prescription or referral for ABA
- Front and back copies of your insurance card
- Relevant medical and school records
Scan everything into one folder on your phone or computer so you can email it in minutes.
Not sure what counts? Read What Documents Are Needed to Start ABA Therapy? and What Is a Comprehensive Diagnostic Evaluation (CDE)?
Step 5: Set a Follow-Up Rhythm
Families who follow up stay top of mind. Families who don't can get forgotten.
A good rhythm is every two to three weeks per provider. Put reminders in your phone calendar the day you join each list.
Keep it short and friendly:
"Hi, this is [Your Name], parent of [Child's Name]. We've been on your waitlist since [date]. I'm checking in to see if our position has changed, and to let you know we're flexible on [times/locations]. Is there anything else you need from us?"
Then log the date and response in your tracker.
Tip: Stagger your follow-ups so you're making one or two calls a week, not five in one afternoon.
Step 6: Keep Your Information Current
If anything changes, tell every provider on your list:
- New phone number or email
- Change in insurance
- New address
- Updated availability
- A new evaluation or diagnosis update
An outdated phone number can cost you a spot. Some providers call the next family if they can't reach you quickly.
Step 7: Know What to Do When a Spot Opens
When a provider calls, it's exciting, and the pressure to say yes on the spot is real.
Take a breath. Then:
- Ask for a day to decide if you need it. Most providers will allow a short window.
- Review your notes on that provider in your tracker.
- Confirm insurance and authorization requirements.
- Ask your key questions about staffing, supervision, and scheduling.
- If you accept, notify the other providers so they can remove you or keep you as a backup.
It's okay to stay on another list as a backup until services actually begin. Just be honest with providers about where you stand.
While You Wait: Keep Moving Forward
A waitlist doesn't mean your child's progress has to pause. Many families use this time to start speech or occupational therapy, explore telehealth options, and get a clearer picture of their child's needs using our AI Report Analyzer.
Download Your Free Waitlist Tracker
Staying organized shouldn't be one more thing on your plate.
Our free Waitlist Tracker includes:
- A ready-to-use provider tracking sheet
- A document checklist
- A follow-up call log
- A script for check-in calls
- Questions to ask when joining a waitlist