ABA & Therapy Practice Management

Run an ABA practice end to end — scheduling, session notes, treatment plans, authorizations, and billing, with a family portal.

Keep sessions delivered, documented, and billable — therapists work their day and write progress notes on the spot, BCBAs manage treatment plans and goals, schedulers keep the calendar full, authorizations get tracked before units run out, and families follow along from their own portal.

Built for ABA and therapy clinics where every session has to be scheduled, authorized, documented, and billed — and every hand-off between those steps is a place to lose money.

Your therapists can

• Open "my day" and see exactly which clients they're seeing and when
• Write session progress notes against the client's goals while it's fresh — not at 9pm from memory

Your BCBAs can

• Build treatment plans and goals, and watch progress accumulate note by note
• Track authorization utilization so units never run out mid-plan

Your schedulers can

• Keep the calendar full — book, move, and rebook sessions across clinicians

Your clinic admin can

• Track billing claims and payers, and see utilization across the whole clinic

Families can

• Log in to a guardian portal for visit updates on their own child — and nothing else

Authorization tracking, session reminders, and audit logging run automatically underneath. Row-level security scopes Clinic Admin, BCBA, Therapist, Scheduler, and Guardian to exactly what's theirs.

What's included

• 6 user roles: Clinic Admin, BCBA, Therapist, Scheduler, Guardian, Referral Form (public)
• 14 data tables: Clients, Authorizations, Appointments, Sessions, Treatment Plans, Goals, Progress Notes, Billing Claims
• 25 workflows: Booking validation, authorization renewal alerts, no-show sweep, billing export
• 11 email templates: Session, authorization and guardian notices, branded
• 4 AI agents: Note Compliance Reviewer, Renewal Packet Drafter, Parent Progress Summarizer, Schedule Gap & Burn Assistant
• Sample data: Demo users for every role + seeded clients, sessions and plans — optional at install
• Security: Row-level security on every table

Data tables (14)

• Clinics — The clinic locations your practice operates, each with its own admin contact, so staff, clients, payers and every record below are scoped to the right site.
• Therapists — Your clinical staff, from BCBAs and BCaBAs to RBTs and licensed therapists, with credentials and expiry dates, linked to their clinic and the user account they log in with.
• Clients — Every child your clinic serves, with their guardians, assigned BCBA and therapists, primary payer and consent status in one place.
• Guardians — The parents and caregivers behind each client, with contact details and portal access, linked to the children they can see and sign for.
• Payers — The insurers and funding sources your clinic bills, referenced by authorizations, billing claims and the rate table for each contract.
• Payer Rates — Contracted rate per CPT code for each payer, with effective dates, so billing claims price signed sessions at the right amount automatically.
• Authorizations — Tracks each payer authorization's units and end date so the team can see what is covered before booking and never delivers a session that cannot be billed.
• Appointments — The scheduler's calendar: every booked slot for a client and therapist, validated for consent, conflicts and active authorization before it stands.
• Sessions — The delivered visit itself, with CPT code, modifiers, units and status, so each session moves cleanly from draft to logged to billed.
• Treatment Plans — The BCBA's plan of care for a client, with review dates and guardian access, so treatment stays current and reviewed on time.
• Goals — The measurable targets inside each treatment plan, so progress builds note by note and parents can see how their child is doing.
• Progress Notes — Session documentation written by the therapist against the client's goals, signed and locked so notes are audit-ready and billable.
• Billing Claims — Claim batches built from billable sessions at contracted payer rates, ready for the clearinghouse and tracked through payment.
• Audit Log — Append-only record of who did what and when across the clinic, written by workflows for compliance review and never edited by hand.

User roles (6)

• Clinic Admin — Runs the clinic: staff, payers, rates, authorizations, billing exports and the audit log, scoped to their own clinic.
• BCBA — Authors treatment plans and goals, supervises a caseload, reviews therapist notes and logs supervision sessions.
• Therapist — Delivers sessions to assigned clients and writes and signs progress notes from a phone, with guardian signature capture.
• Scheduler — Keeps the calendar full by booking and rebooking appointments, with no access to clinical notes, diagnoses or billing.
• Guardian — A parent portal showing only their own children's schedule, plain-language progress and documents, with reschedule requests.
• Referral Form (public) — Lets prospective families submit a referral from your website without an account, creating an intake client and guardian automatically.

Workflows (25)

• W1 Authorization create — Stamps each new authorization with the client's clinic and caseload so it appears in the right BCBA's and therapist's views from the moment it is created.
• W2 Appointment create — Copies the client's clinic and guardians onto every new appointment so schedulers see it under the right site and families see it in the portal.
• W3 Session create — Sets up each new session with the client's clinic and supervising BCBA and applies the correct billing modifier for the therapist's credential.
• W4 Treatment Plan create — Links a new treatment plan to the client's clinic, BCBA and guardians so the right people can see and review it from day one.
• W4a Goal create — Inherits the clinic, client and guardians from the parent treatment plan onto each new goal so progress shows up in the family portal.
• W5 Client assignment re-sync — When a client's BCBA, therapists or guardians change, re-keys their open authorizations, upcoming appointments, sessions, plans and goals to match.
• W6 Booking validation + draft session — Stops bad bookings before they happen by checking consent, therapist availability and an active authorization, then drafts the session automatically.
• W7 Progress Note create — Scopes a new progress note to its session and stamps the author, and flags the session as supervision when it is a 97155 visit.
• W8 Unit computation and validation — Applies the CMS 8-minute rule to every session so billed units are right, and flags any session where the therapist's count disagrees.
• W9 Overlap validation — Catches a client accidentally booked into two sessions at the same time so overlapping visits never reach billing.
• W10 Note sign and session log — When a therapist signs a note, the session becomes billable, missing guardian signatures are called out and the action is recorded for auditors.
• W10a Logging guard — Refuses to log a session against an exhausted or expired authorization and tells the therapist why, so unbillable work is never delivered.
• W11 Auth decrement and exhaustion — Draws units from the authorization as sessions are logged and alerts the supervising BCBA the moment it runs out.
• W12 Audit - client record events — Writes an audit row every time a client record is created or changed so reviewers can see exactly who touched what.
• W13 Auth renewal scan — Scans daily for authorizations nearly used up or expiring within 30 days and prompts the BCBA to start the renewal early.
• W14 Billing export — Turns signed, logged sessions into claims at each payer's contracted rate, marks them billed and records the export for audit.
• W15 Appointment reminders — Emails families and therapists the day before each appointment so fewer sessions are missed.
• W15a No-show sweep — Closes out appointments that never happened as no-shows, protects the authorization from being charged and invites the family to rebook.
• W16 Note-due nag — Reminds therapists about sessions still waiting on a signed note so documentation never holds up billing.
• W17 Plan review scan — Warns each BCBA two weeks before a treatment plan's review date and moves the plan into review when the date arrives.

Email templates (11)

• T1 Appointment reminder
• T2 Auth renewal alert
• T3 Progress note due
• T4 Billing export ready
• T5 No-show alert
• T6 Plan review due
• T7 Credential expiry
• T8 Reschedule requested
• T9 New referral received
• T10 Auth exhausted
• T11 Portal invite

AI agents (4)

• A1 Note Compliance Reviewer — Reviews an unsigned progress note for the gaps auditors reject before the therapist signs it.
• A2 Renewal Packet Drafter — Drafts the medical-necessity narrative for a reauthorization packet so the BCBA only has to review and edit.
• A3 Parent Progress Summarizer — Rewrites goal data as a plain-language update a parent can actually read in the portal.
• A4 Schedule Gap and Burn Assistant — Spots authorizations on track to expire with units unused so the scheduler can fill the gaps in time.

Categories: ABA, Healthcare, Scheduling