The Process for Setting Up Supervised Visits

Supervised visitation works best when expectations are clear, documentation is complete, and all parties understand the structure from the beginning. Our process is designed to be thorough, consistent, and child-centered.

Referral Is Made

A referral is submitted to our office by:

• Children’s Division
• Guardian ad Litem
• Judge or court official
• Caseworker or DJO
• Custodial guardian

We review each referral to ensure the case is appropriate for our setting and scope of services.

Required Documentation Is Submitted

Before an intake appointment can be scheduled, the following items must be received:

• Mosaic Intake Packet (completed in full)
• Driver’s license or passport
• Copy of court order or written request for supervised visits
• Copy of protective order, if applicable
• Recent photo of the child(ren)
• Recent photo of the non-custodial parent or visiting family member
• Recent photo of the custodial guardian

Complete documentation allows us to prepare properly and ensure visits align with court directives.

Case Review and Supervisor Assignment

Once paperwork is reviewed and the referral is accepted, a supervisor is assigned to the case. The supervisor is selected based on availability, training, and appropriateness for the family’s needs.

Intake Meetings With Caregivers

Separate intake appointments are scheduled with each adult party.

• An intake with the non-custodial parent or visiting family member
• A separate intake with the custodial parent or guardian

These meetings review:

• Program guidelines and expectations
• Safety rules and boundaries
• Payment structure
• Questions and clarification

Each party is required to attend their own intake session and is responsible for payment of their appointment.

Examples of intake pairings may include:

• Biological Parent 1 and Biological Parent 2
• Caseworker or DJO and Biological Parent

Meeting separately helps maintain neutrality and ensures each individual understands the structure independently.

Meeting With the Child(ren)

After intakes with both caregivers are completed, we schedule a separate meeting with the child(ren), when developmentally appropriate.

This meeting serves several important purposes:

• To explain supervised visits in an age-appropriate way
• To answer questions and reduce anxiety
• To assess comfort level and readiness
• To observe emotional presentation and regulation
• To help the child understand what to expect during visits

Children are not asked to choose sides or make legal decisions. The focus is on helping them feel informed, emotionally prepared, and supported. When appropriate, we may also gather information about preferences, sensitivities, or special needs that could impact the visit experience.

Scheduling Ongoing Visits

To reduce confusion and miscommunication, visits are scheduled on a regular, recurring basis. Consistency supports both emotional regulation and logistical clarity.

Possible visit frequencies include:

• Twice per week
• Once per week
• Every other week
• Monthly

Once scheduled, families are given a clear calendar structure.

Visits Take Place

Visits occur in a supervised environment. A supervisor remains present at all times to ensure compliance with court orders and program guidelines.

The supervisor maintains neutrality and does not provide therapy or legal advice during visits.

Visit Documentation and Reporting

Following each visit, documentation is completed according to program and court standards.

Visit summaries are sent directly to a designated person, and only that person.

• Judge
• Guardian ad Litem
• DJO
• Caseworker
• CASA

Summaries are not sent directly to family members.   No other documentation is created therefore no need to court order records is necessary.

Supervisors are not available for testifying in court, as all the information is on the documentation submitted to designated person.

Investment & Fees

At Step By Step Counseling, we recognize that supervised visitation is often part of a complex and emotionally sensitive season for families. Our goal is to provide a structured, neutral, and supportive setting where children can maintain important relationships while safety and stability remain the priority.

Clear financial expectations help prevent misunderstandings and ensure visits run smoothly.

Intake Appointment & Fees

Before visits begin, separate intake appointments are required for each adult party.   All fees must be paid prior to each scheduled visit. This allows us to reserve dedicated time for your family and avoid disruption for the children involved.  Accepted forms of payment include:

• Cash
• Debit card
• Credit card

Payment is collected when the intake is scheduled.   

Fee Structure

Intake Appointment

$125 per intake appointment
Each adult party attends and pays for their own intake session.  

On-Site Supervised Visit

$75 per hour

• Add $5 per hour for each additional child
• Supervisor may hold a bachelor’s or master’s degree
• Licensure is not required for this level
• Appropriate for families needing observation and structured documentation. 

This option focuses on safety monitoring, behavioral observation, and objective documentation.

On-Site Therapeutic Supervised Visit

$125 per hour

• Add $5 per hour for each additional child
• Conducted by a master’s-level or licensed clinician (PLPC, LPC, LMSW, LCSW, or PhD)
• Designed for families who may benefit from clinical insight, coaching, or therapeutic redirection during visits

This level of supervision allows for more guided interaction, developmentally informed support, and therapeutic observation when appropriate.  

Visit Summaries & Documentation

A written Visit Summary is included at no additional cost.

ONE summary may be sent directly to:

• Judge
• Guardian ad Litem
• Caseworker
• DJO
• CASA

Summaries are not sent directly to family members. 

Visit summaries may be sent:

• Within 24 hours of the visit
• Compiled and sent prior to a scheduled court date

Step By Step Counseling does not provide separate narrative reports, formal evaluations, or court testimony. All relevant information is documented within the visit summaries.

Cancellations & No-Show Policy

The office runs the payment 2 business days in advance.  We require at least 48 hours notice to cancel or reschedule a visit.

Because visitation times are reserved exclusively for each family and involve staffing coordination, late cancellations or no-shows are billed for the full session fee. 

Payment for any missed session must be received before additional visits can be scheduled.  Consistent attendance supports stability for children and helps maintain structured, predictable contact.

 

 

During Intake & Orientation

The intake and orientation appointment provides a structured opportunity to review expectations, clarify roles, and ensure alignment with court directives. This meeting helps create consistency, reduce confusion, and prioritize the emotional and physical safety of the child(ren).

Supervised visitation services are structured, observational services. They are not therapy, custody evaluation, mediation, or legal advocacy. Our role is to provide a neutral, court-aligned setting where visits can occur safely and consistently.

During intake, the following topics will be reviewed:

Introductions to the Assigned Professional

You will meet the supervisor assigned to your case. We will explain our role, professional boundaries, and how supervision is conducted.

Supervisors remain neutral at all times. They do not take sides, provide legal advice, or advocate for one party over another. Their responsibility is to observe, document, and ensure visits follow court guidelines and office policies.

Reason for Referral

We will review the court order or referral request to ensure all parties understand why supervision has been recommended and what the expectations are.

Our services strictly follow the language of the court order as written. We do not modify court directives without written authorization.

Family Background

A brief overview of relevant family history will be discussed to help us understand the context of the visits. This may include length of separation, prior visitation history, or concerns noted in official documentation.

This information is gathered for structure and safety purposes, not for therapeutic processing.

Discussion of Participant Concerns

You will have the opportunity to raise logistical or visit-related concerns. The focus remains on preparing for structured, successful visits moving forward.

The intake is not a space to debate custody matters, revisit legal disputes, or present evidence against another party. Our role is not investigative. We maintain neutrality and follow court direction.

Safety Planning

We review arrival and departure procedures, prohibited behaviors, emergency protocols, and supervisor responsibilities. Safety planning is preventive and structured to protect all participants.

Medical Conditions

Any ongoing or chronic medical conditions that could impact safety during visits will be reviewed. This may include allergies, seizure disorders, medication needs, or behavioral health conditions that require awareness for supervision purposes.

Limits of Confidentiality & Release of Information

Because supervised visitation is often court-involved, confidentiality operates differently than in therapy.

Supervisors are required to document observations and may share information with authorized individuals such as:

• Judge
• Guardian ad Litem
• Caseworker
• DJO
• CASA

A Release of Information form must be signed to allow communication with approved agencies or individuals.

Participants should understand that supervised visitation documentation may become part of court proceedings.

Guidelines for Visits & Office Policies

We review expectations regarding behavior, communication, discipline, gifts, food, physical contact, punctuality, cancellations, and prohibited actions.

These guidelines are applied consistently to all parties to maintain fairness and neutrality.

Preparing Your Child for Visits

You will receive a handout outlining developmentally appropriate ways to prepare children for supervised contact. This includes language suggestions and guidance on reducing anxiety.

This handout is informational. It is not therapy or parenting treatment.

Service Agreement

All parties review and sign the supervised visitation service agreement. This document outlines expectations, financial policies, confidentiality parameters, neutrality standards, and program structure.

Understanding Our Role

To ensure clarity:

• Supervised visitation is not therapy
• Supervisors do not provide clinical treatment during standard visits
• Supervisors do not offer custody recommendations
• Supervisors do not advocate for either party
• Supervisors document observable behaviors and interactions

Here are a few basic guidelines, more are given to both adults at their respective intake interviews

• Arrive on time / Depart on time
• Follow instructions by staff or supervisors
• No cell phones or electronic devices such as ipad, Nintendo DS, etc
• No smoking, drinking alcohol or use of substances
• No other guests, unless approved by courts
• No profanity
• No corporal punishment