practice management
Centralize your operations with our
ABA practice management solution
With ABA Matrix, you get role-specific tools that make your work easier—whether you’re an administrator, clinician, or support staff. Our ABA practice management solution helps you automate compliance, streamline workflows, and manage documents securely, so your entire team can stay focused on delivering quality care.
Assigned caseloads by role
Assigned caseloads by role
Practitioners, therapists, and other providers can only access documentation, schedules, and treatment plans for clients specifically assigned to them. Additionally, access to view or edit specific client information is further governed by the provider’s certification level, ensuring that only qualified professionals can interact with data or services aligned with their credentials and responsibilities.
Administrative oversight and customizable access
Administrative oversight and customizable access
Administrators have complete visibility into all client and provider profiles, documentation, and casework. Their access can be finely tuned based on specific roles, such as billing, HR, intake, or clinical review, ensuring users interact only with relevant features and data. Admin permissions are fully adjustable at any time, allowing practices to adapt access as staff responsibilities evolve.
Dashboard with role-based widgets
Dashboard with role-based widgets
Each user has a personalized dashboard tailored to their role—whether analyst, therapist, admin, or caregiver. Highlights include session alerts, pending signatures, documentation tasks, and compliance warnings.
Compliance management
Compliance management
Built-in alerts ensure no critical task is overlooked, from expiring staff credentials and incomplete session notes to supervision requirements.
Real-time alerts
Real-time alerts
The system proactively notifies users of: Expiring certifications, EVV (Electronic Visit Verification) mismatches, session notes pending for revision, missed deadlines, and overdue entries.
Smart credential tracking
Smart credential tracking
Benefit from unlimited, HIPAA-compliant cloud storage with built-in versioning, enabling users to preserve historical records and track file updates. Credential requirements are customizable by role: admin or analyst. Automatically monitor employee document expirations and trigger renewal notifications for licenses, certifications, and other essential files.
Multi-level review and feedback workflow
Multi-level review and feedback workflow
The system’s multi-tiered review process for session notes and clinical documents supports detailed feedback and quality assurance. Practitioners and administrators can approve, reject, or request revisions directly within the platform. All changes and comments are tracked, creating a streamlined, auditable compliance workflow that ensures documentation accuracy and promotes ongoing clinical training.
Custom rules and restrictions
Custom rules and restrictions
Set scheduling limits based on daily, weekly, and monthly maximums, service code, and provider certification, to control service frequency per client or provider.
Billing
Billing
Automatically generate claims once sessions are completed and signed. Optional QA and supervisor review can be enforced before billing. Use ClaimMD integration to send claims electronically to insurances, track statuses, automatically post payments from received ERAs and manage denials or rejections.
Payroll
Payroll
Process payroll based on completed sessions. Therapist pay is calculated using predefined rate per service code, client, and provider role. Export payroll reports or use file integrations with third-party platforms like Gusto and Paychex for seamless payout processing.
Assigned caseloads by role
Assigned caseloads by role
Practitioners, therapists, and other providers can only access documentation, schedules, and treatment plans for clients specifically assigned to them. Additionally, access to view or edit specific client information is further governed by the provider’s certification level, ensuring that only qualified professionals can interact with data or services aligned with their credentials and responsibilities.
Administrative oversight and customizable access
Administrative oversight and customizable access
Administrators have complete visibility into all client and provider profiles, documentation, and casework. Their access can be finely tuned based on specific roles, such as billing, HR, intake, or clinical review, ensuring users interact only with relevant features and data. Admin permissions are fully adjustable at any time, allowing practices to adapt access as staff responsibilities evolve.
Dashboard with role-based widgets
Dashboard with role-based widgets
Each user has a personalized dashboard tailored to their role—whether analyst, therapist, admin, or caregiver. Highlights include session alerts, pending signatures, documentation tasks, and compliance warnings.
Compliance management
Compliance management
Built-in alerts ensure no critical task is overlooked, from expiring staff credentials and incomplete session notes to supervision requirements.
Real-time alerts
Real-time alerts
The system proactively notifies users of: Expiring certifications, EVV (Electronic Visit Verification) mismatches, session notes pending for revision, missed deadlines, and overdue entries.
Smart credential tracking
Smart credential tracking
Benefit from unlimited, HIPAA-compliant cloud storage with built-in versioning, enabling users to preserve historical records and track file updates. Credential requirements are customizable by role: admin or analyst. Automatically monitor employee document expirations and trigger renewal notifications for licenses, certifications, and other essential files.
Multi-level review and feedback workflow
Multi-level review and feedback workflow
The system’s multi-tiered review process for session notes and clinical documents supports detailed feedback and quality assurance. Practitioners and administrators can approve, reject, or request revisions directly within the platform. All changes and comments are tracked, creating a streamlined, auditable compliance workflow that ensures documentation accuracy and promotes ongoing clinical training.
Custom rules and restrictions
Custom rules and restrictions
Set scheduling limits based on daily, weekly, and monthly maximums, service code, and provider certification, to control service frequency per client or provider.
Billing
Billing
Automatically generate claims once sessions are completed and signed. Optional QA and supervisor review can be enforced before billing. Use ClaimMD integration to send claims electronically to insurances, track statuses, automatically post payments from received ERAs and manage denials or rejections.
Payroll
Payroll
Process payroll based on completed sessions. Therapist pay is calculated using predefined rate per service code, client, and provider role. Export payroll reports or use file integrations with third-party platforms like Gusto and Paychex for seamless payout processing.
How our
ABA practice
management
solution works
Begin the client
intake process
STEP 1
When you get a client, based on your practice’s intake workflow, you can track that client from the first phone call made by the caregiver seeking services. you can do eligibility checks directly from ABA Matrix to make sure the insurance is active and gather the patient responsibility details information if any. You can assign a clinical team once you are ready for the initial assessment.
When you get a new client, ABA Matrix supports you in managing every step from the very first interaction. Based on your practice’s defined intake workflow, you can begin tracking the client from the initial phone call made by the caregiver seeking services. One of the first tasks you can perform is an insurance eligibility check—ABA Matrix allows you to verify insurance coverage in real-time, directly within the platform. If the policy is active, you can also gather information on any patient responsibility, such as co-pays or deductibles, ensuring financial transparency before services begin. Once eligibility is confirmed and intake is underway, you can assign a clinical team who will be responsible for conducting the initial assessment.
How our
ABA practice
management
solution works
Create assessments and
send for insurance approval
STEP 2
After the initial contact then the assessment process starts, you can create the assessment in ABA Matrix. Once the assessment is completed you can send it to the insurance.
After the initial contact has been established and the clinical team is in place, the assessment process begins. In ABA Matrix, you can create the assessment document, enter all required information, and track its progress, including collecting the caregiver’s signature. Once the assessment is completed and reviewed internally, it can be sent to the client’s insurance provider for authorization.
How our
ABA practice
management
solution works
Enter authorizations
and track units
STEP 3
Once the assessment is approved, and you receive the authorization you can add them in ABA Matrix (we track available units so you never create visits and we will only let you enter the approvals for the corresponding procedure codes for the insurance).
When the insurance approves the assessment and issues an authorization, you can enter that authorization into ABA Matrix. The system not only stores the approval details, but it also actively tracks the number of authorized units per procedure code. This means your team can never over-schedule or create unauthorized visits, enforcing compliance by only allowing visits to be created under the correct procedure codes tied to the authorization, reducing the risk of denials and improving billing accuracy.
How our
ABA practice
management
solution works
Schedule services and
document sessions
STEP 4
Once the service has been approved by the payer, the practitioners and therapist can start scheduling services, in compliance with the practice’s scheduling rules and restrictions. They complete the session notes and data collection for the services, in compliance with practice’s requirements.
With the service authorization in place, therapists and practitioners can begin scheduling services, based on all of your practice’s scheduling rules and restrictions—for example, therapist limits, visit types, and supervision requirements—ensuring that sessions are booked correctly from the start. During and after each session, providers complete their clinical documentation and session notes, as well as any required data collection, directly within the system. This ensures consistency and compliance with practice standards and payer expectations.
How our
ABA practice
management
solution works
Send completed sessions
to billing and payroll
STEP 5
Once a session has been signed and completed it will go to billing and payroll. Optionally you can have the session notes reviewed by the case supervisor and your QA team before they go to payroll and billing.
Once a session has been completed and signed by the necessary parties, it is automatically marked as eligible for billing and payroll. At this point, ABA Matrix gives you the option to implement quality control steps. For example, session notes can be reviewed by a supervisor or QA team before they proceed to billing and payroll. This helps maintain documentation quality and avoids unnecessary claim rejections.
How our
ABA practice
management
solution works
Submit claims with
ClaimMD integration
STEP 6
To bill your sessions you can use the Claim MD integration.
Billing itself can be made simple through ABA Matrix’s integration with ClaimMD. The system automatically generates claims for completed sessions, and these can be submitted electronically. Claim statuses are updated in real time, so you can track which sessions have been paid, denied, or are pending without leaving the platform. If a claim is denied, you have clear visibility into the reason, making corrections and resubmission fast and easy.
How our
ABA practice
management
solution works
Simplify payroll with
reports and integrations
STEP 7
In the payroll session you can create a report that you can give your payroll company or leverage some of the integrations we have (Gusto, Paychex, etc).
In parallel, ABA Matrix handles payroll calculations. For each completed and approved session, the system calculates compensation based on predefined therapist rates, which are determined by factors such as client, service type, and provider role. When you’re ready to process payroll, ABA Matrix allows you to generate comprehensive reports that can be shared with your payroll provider. Alternatively, you can take advantage of integrations with popular platforms like Gusto, Paychex, and QuickBooks to automate payroll processing.
How our
ABA practice
management
solution works
Conduct reassessments
with real data
STEP 8
Time for reassessment. In ABA Matrix you can create reassessments that will use all the collected data and the information gathered in the session notes to populate the relevant sessions.
How our ABA practice
management solution works
Begin the client intake process
Begin the client
intake process
STEP 1
When you get a client, based on your practice’s intake workflow, you can track that client from the first phone call made by the caregiver seeking services. you can do eligibility checks directly from ABA Matrix to make sure the insurance is active and gather the patient responsibility details information if any. You can assign a clinical team once you are ready for the initial assessment.
When you get a new client, ABA Matrix supports you in managing every step from the very first interaction. Based on your practice’s defined intake workflow, you can begin tracking the client from the initial phone call made by the caregiver seeking services. One of the first tasks you can perform is an insurance eligibility check—ABA Matrix allows you to verify insurance coverage in real-time, directly within the platform. If the policy is active, you can also gather information on any patient responsibility, such as co-pays or deductibles, ensuring financial transparency before services begin. Once eligibility is confirmed and intake is underway, you can assign a clinical team who will be responsible for conducting the initial assessment.
Create assessments andsend for insurance approval
Create assessments and
send for insurance approval
STEP 2
After the initial contact then the assessment process starts, you can create the assessment in ABA Matrix. Once the assessment is completed you can send it to the insurance.
After the initial contact has been established and the clinical team is in place, the assessment process begins. In ABA Matrix, you can create the assessment document, enter all required information, and track its progress, including collecting the caregiver’s signature. Once the assessment is completed and reviewed internally, it can be sent to the client’s insurance provider for authorization.
Enter authorizationsand track units
Enter authorizations
and track units
STEP 3
Once the assessment is approved, and you receive the authorization you can add them in ABA Matrix (we track available units so you never create visits and we will only let you enter the approvals for the corresponding procedure codes for the insurance).
When the insurance approves the assessment and issues an authorization, you can enter that authorization into ABA Matrix. The system not only stores the approval details, but it also actively tracks the number of authorized units per procedure code. This means your team can never over-schedule or create unauthorized visits, enforcing compliance by only allowing visits to be created under the correct procedure codes tied to the authorization, reducing the risk of denials and improving billing accuracy.
Schedule services anddocument sessions
Schedule services and
document sessions
STEP 4
Once the service has been approved by the payer, the practitioners and therapist can start scheduling services, in compliance with the practice’s scheduling rules and restrictions. They complete the session notes and data collection for the services, in compliance with practice’s requirements.
With the service authorization in place, therapists and practitioners can begin scheduling services, based on all of your practice’s scheduling rules and restrictions—for example, therapist limits, visit types, and supervision requirements—ensuring that sessions are booked correctly from the start. During and after each session, providers complete their clinical documentation and session notes, as well as any required data collection, directly within the system. This ensures consistency and compliance with practice standards and payer expectations.
Send completed sessionsto billing and payroll
Send completed sessions
to billing and payroll
STEP 5
Once a session has been signed and completed it will go to billing and payroll. Optionally you can have the session notes reviewed by the case supervisor and your QA team before they go to payroll and billing.
Once a session has been completed and signed by the necessary parties, it is automatically marked as eligible for billing and payroll. At this point, ABA Matrix gives you the option to implement quality control steps. For example, session notes can be reviewed by a supervisor or QA team before they proceed to billing and payroll. This helps maintain documentation quality and avoids unnecessary claim rejections.
Submit claims withClaimMD integration
Submit claims with
ClaimMD integration
STEP 6
To bill your sessions you can use the Claim MD integration.
Billing itself can be made simple through ABA Matrix’s integration with ClaimMD. The system automatically generates claims for completed sessions, and these can be submitted electronically. Claim statuses are updated in real time, so you can track which sessions have been paid, denied, or are pending without leaving the platform. If a claim is denied, you have clear visibility into the reason, making corrections and resubmission fast and easy.
Simplify payroll withreports and integrations
Simplify payroll with
reports and integrations
STEP 7
In the payroll session you can create a report that you can give your payroll company or leverage some of the integrations we have (Gusto, Paychex, etc).
In parallel, ABA Matrix handles payroll calculations. For each completed and approved session, the system calculates compensation based on predefined therapist rates, which are determined by factors such as client, service type, and provider role. When you’re ready to process payroll, ABA Matrix allows you to generate comprehensive reports that can be shared with your payroll provider. Alternatively, you can take advantage of integrations with popular platforms like Gusto, Paychex, and QuickBooks to automate payroll processing.
Conduct reassessmentswith real data
Conduct reassessments
with real data
STEP 8
Time for reassessment. In ABA Matrix you can create reassessments that will use all the collected data and the information gathered in the session notes to populate the relevant sessions.
Streamline every step of your ABA practice
Connect with us and see how ABA Matrix can simplify your workflow