Needs attention
Built from the rules in each tab. Can also go out as a morning email.
Hours delivered by week
Session hours logged, last 12 weeks
Caseload by clinician
Active clients, hours this month and open items per clinician
What runs where
Same Google tools the practice already pays for
| Piece | What it does |
|---|---|
| AppSheet app | Clinicians log sessions on phone or laptop; sees only own caseload |
| Google Sheets | Clients, authorizations, sessions, billing cycles, calls, expenses |
| Google Docs templates | Quarterly reports, behavior support plans, discharge summaries |
| Apps Script | Status rules, 45-day reminders, billing carry-forward, emails |
| Looker Studio | Owner dashboard and monthly hours by clinician |
Log a session
Guided form. Client list is limited to the clinician's caseload. Nothing here is sent anywhere: it all stays in your browser.
Try the checks:
Checks that run before a session is saved
These rules are set per practice. These are the ones in this demo.
- Client must be on the clinician's caseload.
- Date cannot be in the future, and must fall inside the authorization start and end dates.
- End time must be after start time; sessions over 8 hours are blocked.
- No overlap with another session by the same clinician that day.
- Blocked when the authorization is expired or exhausted, or when the session needs more hours than remain.
- Service type must match the clinician's credential (RBT or BCBA).
- Note and next-session objectives are required.
On submit the row is added, authorization hours used and remaining update, and the dashboard, billing cycle and quarterly report pick it up at once. Try it, then open Authorizations.
Recent sessions
Expiring in the next 45 days
Sorted by end date. Renewal requests start from this list.
How status is computed
Automatic. Nobody sets it by hand except the renewal flag.
| Status | Rule |
|---|---|
| Renewal in progress | Renewal submitted and auth ends within 45 days or has ended |
| Expired | Today is after the authorization end date |
| Exhausted | Used hours have reached authorized hours |
| Expiring | Ends within 45 days |
| Active | Everything else |
Authorizations tracker
Authorized vs used vs remaining hours per client. Used hours come straight from submitted sessions.
Quarterly reports due in the next 45 days
Due dates come from each authorization (every 90 days and at the end). Generate builds the draft from the logged sessions.
Behavior support plan and discharge summary
Drafts filled from the client record, ready for the BCBA to review and edit
In the live build each draft is a Google Doc made from the practice's own template and saved to the client's Drive folder. Here the preview renders in your browser.
Documents generated this quarter
Sample counts
Billing cycles
Twice a month (1st to 15th, 16th to month end). Pick a cycle.
The carry-forward rule
Set to the practice's payer rules
- Add the minutes carried in from the last cycle to the minutes delivered this cycle.
- Bill whole hours only. The leftover minutes (under 60) carry to the next cycle.
- On the final cycle of an authorization, 30 or more leftover minutes round up to one more hour; under 30 are dropped.
Example: 20 min carried in + 7 hrs 25 min delivered = 7 hrs 45 min. Bill 7 hrs, carry 45 min. If that was the final cycle, 45 min is 30 or more, so bill 8 hrs and carry nothing.
Demo starts the carry chain at 0 on Aug 1, 2026.
Billable vs non-billable hours by clinician
Billable = logged sessions. Non-billable = documentation, training, travel, team meetings.
BillableNon-billable
Call log
Calls with caregivers, schools, payers and other providers, last 14 days
Reimbursements queue
This is a demo. Greenwolf Tech Labs builds each practice system to that practice's own workflow, payers, forms and rules. It is not a product for sale. All clients, clinicians, IDs and figures here are fictional sample data.
Want this built around your practice?
We build session logging, authorization tracking, report drafts and billing rules to fit how your BCBAs and RBTs already work. This demo is based on a system we built for a Virginia behavior-analysis practice.
Live systems are built on HIPAA-eligible Google Workspace under your practice's own Business Associate Agreement (BAA) with Google. Building and testing use de-identified or synthetic data. Please do not send patient information when you contact us.