ABA Practice Management

Run your therapy practice with clarity, compliance, and control.

Keep therapy delivered, documented, and paid — therapists collect trial data in session, BCBAs review notes and watch goal mastery climb, billing records generate themselves when a note is approved, and authorization alerts fire 30 days before coverage runs out.

Built for ABA clinics where units, notes and authorizations have to line up — or sessions go unbilled.

Your therapists can

• Run their session schedule and record real-time goal data — successful vs. total trials — during therapy
• Submit clinical notes for BCBA review, with an AI summarizer that turns raw session data and observations into a professional clinical summary
• Get warned at session creation when insufficient insurance units remain

Your BCBAs can

• Build treatment plans and goals and watch mastery percentages aggregate automatically as data comes in
• Get emailed the moment a therapist submits a note, then review and approve it in place

Your clinic admin can

• Track every insurance authorization — units approved vs. consumed, and expiration dates
• Get a daily alert when an authorization is within 30 days of expiring
• Watch billing records generate automatically when a session note is approved
• Run role-specific dashboards — monthly revenue trend, goal progress over time, documentation queue

Parents can

• Follow their child's schedule and progress, and get notified when session notes are approved

Row-level security restricts parents to records connected to their own child and keeps therapists out of billing data. An Authorization Risk Assessment AI evaluates remaining units against session frequency to predict coverage gaps before they happen.

What's included

• 4 user roles: Clinic Admin, BCBA (Supervisor), Therapist, Parent
• 8 data tables: Clients, Authorizations, Treatment Plans, Goals, Sessions, Session Data, Billing Records
• 5 workflows: Auth expiry alerts, note review routing, parent progress updates, auto-billing
• 3 email templates: Auth renewal reminder, note review request, progress update
• 3 AI agents: Clinical Supervisor Assistant, Auth & Unit Monitor, Therapist Assistant
• 2 AI prompts: Clinical session note summarizer, authorization risk assessment
• 3 imports, 3 exports: Client, authorization and session imports; billing, goal progress and session log exports
• Sample data: Demo clients, sessions and authorizations — optional at install
• Row-level security: On every table — parents see only their child; therapists never see billing

Data tables (8)

• Clients — The client roster at the center of the practice — every authorization, treatment plan, session and parent login hangs off a client record, so staff always start here.
• Authorizations — Tracks each insurance authorization's approved units, units consumed and expiration date so the clinic never delivers sessions it cannot bill for.
• Treatment Plans — The BCBA's signed treatment plan for each client, rolling up goal mastery automatically as session data comes in.
• Goals — Individual skill targets under a treatment plan, with a mastery criterion so progress toward each goal is measured, not guessed.
• Sessions — The therapy schedule and clinical note for every visit — therapists run their day from here and BCBAs review and approve notes in place.
• Session Data — Trial-by-trial data recorded during a session against a specific goal, feeding the mastery percentages BCBAs and parents see.
• Billing Records — Billable claims created automatically when a session note is approved, tied back to the session and the authorization it draws from.
• Parents — Contact profile for each client's parent or guardian, linked to their Parent login so the portal shows only their own child's schedule, progress and approved session summaries

User roles (4)

• Clinic Admin — Runs the business side of the clinic — billing, insurance authorizations, staff and scheduling — with full visibility across every client.
• BCBA (Supervisor) — Supervises clinical care: builds treatment plans and goals, reviews and signs off on therapist notes, and watches mastery climb for their caseload.
• Therapist — Delivers sessions and records goal data in real time, then submits clinical notes for BCBA review without ever seeing billing data.
• Parent — Follows their own child's schedule, progress charts and approved session summaries from a private parent portal.

Workflows (5)

• Clinic Admin — Auth Expiration Alert — Checks every authorization each morning and emails the clinic admin a renewal reminder 30 days before coverage runs out.
• BCBA — Note Approval Notification — Tells the supervising BCBA the moment a therapist submits a session note, so documentation never sits in a queue unnoticed.
• Parent — Session Completed Notification — Sends parents a progress update as soon as a BCBA approves their child's session note.
• Therapist — Low Unit Warning — Warns the therapist at scheduling time when the client's remaining insurance units are too low to cover another session.
• Sessions — Generate Billing on Approval — Turns an approved session note into a billing record automatically, so nothing that was delivered goes unbilled.

Email templates (3)

• Auth Renewal Reminder
• Note Review Request
• Progress Update

Import templates (3)

• Client Import Template
• Authorization Import Template
• Session Import Template

Export templates (3)

• Billing Records Export
• Clinical Goal Progress Export
• Therapist Session Log

AI agents (3)

• Clinical Supervisor Assistant — A BCBA's co-pilot that summarizes client progress, drafts clinical summaries and updates goals or triggers follow-ups on request.
• Auth & Unit Monitor — Watches unit consumption against expiration dates and flags authorizations at risk of running out before they are renewed.
• Therapist Assistant — Gives therapists quick clinical context and session summaries for their own clients without leaving the app.

Categories: ABA, Healthcare, HIPAA