ABA Healthcare HIPAA
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.
Use this template with the sample records, or start from a clean slate without them.
Four demo logins are already seeded — one per role, so you see what each person sees.
Load your own records, invite your team, and turn email on.
Built for ABA clinics where units, notes and authorizations have to line up — or sessions go unbilled.
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.
The whole build, in one screen. Open the explorer below to see any of it in detail.
4 user roles: Clinic Admin, BCBA (Supervisor), Therapist, Parent
8 data tables: Clients, Authorizations, Treatment Plans, Goals
5 workflows: Clinic Admin — Auth Expiration Alert, BCBA — Note Approval Notification, Parent — Session Completed Notification, Therapist — Low Unit Warning
3 email templates: Auth Renewal Reminder, Note Review Request, Progress Update
3 AI agents: Clinical Supervisor Assistant, Auth & Unit Monitor, Therapist Assistant
4 pages: Login, Sign Up, Profile, Sample Page
Everything ABA Practice Management installs. Pick a tab, pick an item — nothing here makes the page longer.
Table · 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.
Connects to
Table · Authorizations
Tracks each insurance authorization's approved units, units consumed and expiration date so the clinic never delivers sessions it cannot bill for.
Connects to
Table · Treatment Plans
The BCBA's signed treatment plan for each client, rolling up goal mastery automatically as session data comes in.
Connects to
Table · Goals
Individual skill targets under a treatment plan, with a mastery criterion so progress toward each goal is measured, not guessed.
Connects to
Table · Sessions
The therapy schedule and clinical note for every visit — therapists run their day from here and BCBAs review and approve notes in place.
Connects to
Table · Session Data
Trial-by-trial data recorded during a session against a specific goal, feeding the mastery percentages BCBAs and parents see.
Connects to
Table · Billing Records
Billable claims created automatically when a session note is approved, tied back to the session and the authorization it draws from.
Connects to
Table · 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
Connects to
Role · Clinic Admin
Runs the business side of the clinic — billing, insurance authorizations, staff and scheduling — with full visibility across every client.
Role · BCBA (Supervisor)
Supervises clinical care: builds treatment plans and goals, reviews and signs off on therapist notes, and watches mastery climb for their caseload.
Role · Therapist
Delivers sessions and records goal data in real time, then submits clinical notes for BCBA review without ever seeing billing data.
Role · Parent
Follows their own child's schedule, progress charts and approved session summaries from a private parent portal.
Workflow · Clinic Admin — Auth Expiration Alert
Checks every authorization each morning and emails the clinic admin a renewal reminder 30 days before coverage runs out.
Steps
Workflow · BCBA — Note Approval Notification
Tells the supervising BCBA the moment a therapist submits a session note, so documentation never sits in a queue unnoticed.
Steps
Workflow · Parent — Session Completed Notification
Sends parents a progress update as soon as a BCBA approves their child's session note.
Steps
Workflow · Therapist — Low Unit Warning
Warns the therapist at scheduling time when the client's remaining insurance units are too low to cover another session.
Steps
Workflow · Sessions — Generate Billing on Approval
Turns an approved session note into a billing record automatically, so nothing that was delivered goes unbilled.
Steps
Email · Auth Renewal Reminder
URGENT: Authorization Expiring for {client_name}
Email · Note Review Request
Action Required: Session Note Review - {client_name}
Email · Progress Update
New Progress Summary for {client_name}
AI agent · Clinical Supervisor Assistant
A BCBA's co-pilot that summarizes client progress, drafts clinical summaries and updates goals or triggers follow-ups on request.
Tools
AI agent · Auth & Unit Monitor
Watches unit consumption against expiration dates and flags authorizations at risk of running out before they are renewed.
Tools
AI agent · Therapist Assistant
Gives therapists quick clinical context and session summaries for their own clients without leaving the app.
Tools
Import · Client Import Template
Import · Authorization Import Template
Import · Session Import Template
Export · Billing Records Export
Export · Clinical Goal Progress Export
Export · Therapist Session Log
Page · Login
Page · Sign Up
Page · Profile
Page · Sample Page
Relationship
Clients connects to Parents through "Parent Profile".
Relationship
Authorizations connects to Clients through "Client".
Relationship
Treatment Plans connects to Clients through "Client".
Relationship
Goals connects to Treatment Plans through "Treatment Plan".
Relationship
Sessions connects to Clients through "Client".
Relationship
Sessions connects to Authorizations through "Authorization".
Relationship
Session Data connects to Sessions through "Session".
Relationship
Session Data connects to Goals through "Goal".
Relationship
Billing Records connects to Sessions through "Session".
Relationship
Billing Records connects to Authorizations through "Authorization".
You pick which when you copy the app. Both arrive as a working build on your own URL.
The app arrives seeded with sample records, plus a working demo login for each role — so you can see what every person sees before you invite anyone.
The seeded accounts and their sign-in details are listed in the app once you install it.
Nothing to clear. The demo logins and sample data never exist — you start straight at step one.
Same backend, different front line. Every one is a real app you can copy today.
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Clone it, prompt to change anything, deploy on your own domain.
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