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Healthcare

ABA Practice Management, Built Around Your Clinic

Sessions, authorizations, caseloads and reports for ABA clinics, in one system you own.

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Tell us what you need. A consultant replies within one working day.

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01

ABA practice management that fits how your clinic works

Off-the-shelf ABA practice management software asks your clinic to work its way. Many smaller and growing practices end up paying for modules they do not use while still tracking authorizations in a spreadsheet and assembling reports by hand.

We build ABA practice management systems around your clinic instead: sessions logged against authorized hours, each clinician's caseload, Behavior Support Plans and quarterly reports generated from the record, and billing documents ready for your biller. It runs on Google Workspace, which your practice may already cover under a Business Associate Agreement, and you own it outright.

We built exactly this for PTC, a Virginia behavior analysis practice with about twenty clinicians: read the case study, or click through a working demo with sample data.

ABA practice portal with session notes, hour goals and a session logging form

02

What it did for one ABA practice

< 3 mina day per clinician to log sessions, down from 10 to 15 minutes in spreadsheets
14role-based views in one portal, from session notes to discharge reports
8automations for documents, authorization status and billing cycles
45 daysof warning before a quarterly report is due or coverage runs out

03

What the system covers

  • Session notes against authorizations

    Every session logged against the right client and authorization, with remaining hours shown before the note is saved.

    • Remaining authorized hours per client
    • Required fields before a note saves
    • Risk and goal fields as flags, not free text

  • Caseloads by clinician

    RBTs and BCBAs see their own clients; supervisors and admins see the team.

    • Row-level access by role
    • Shared client directory for the team
    • Handoffs without losing history

  • BSPs and quarterly reports

    Behavior Support Plans, quarterly reports and discharge summaries generated from structured data in one click.

    • Templates your BCBAs approve
    • Due dates flagged 45 days ahead
    • Stored with the client record

  • Authorizations and renewals

    Authorized hours tracked against delivered hours, so renewals start before coverage lapses, not after a denial.

    • Expiry alerts by client
    • Hours used against hours approved
    • Renewal requests tracked to approval

  • Billing-ready records

    Sessions exported with the service codes, units and provider identifiers your billing team or billing system needs.

    • Units calculated from session times
    • NPI and payer details pre-filled
    • Non-billable time logged separately

  • Hours and utilization

    Monthly and quarterly hour goals per clinician, and authorization utilization per client, on one dashboard.

    • Progress against goals
    • Under-utilized authorizations flagged
    • Reimbursements tracked in the same app

04

ABA billing without the spreadsheet clean-up

Most ABA billing problems start before the claim: a session logged with the wrong duration, an authorization that ran out mid-month, minutes that fall between two billing periods. Billing software cannot fix data that arrives wrong.

So the system checks each session as it is logged, keeps a running total of hours against every authorization, and runs each billing cycle by rule. Whole hours are billed, leftover minutes carry into the next cycle, and on the final cycle of an authorization 30 minutes or more rounds up. Every row is stamped as billed with the date, so nothing goes out twice. Your biller or billing software then receives one clean file per cycle with the service codes, units and provider identifiers it needs.

05

Built for a practice like yours

An ABA practice portal for PTC

A Virginia behavior analysis practice ran sessions, authorizations and reports across shared spreadsheets. We replaced them with one portal its clinicians use every day, plus automations that write documents and run billing.

  • Session notes logged against authorized hours, with monthly and quarterly goals
  • Each clinician sees only their own caseload; admins see the team
  • Behavior Support Plans, quarterly and discharge reports generated from the record
  • Call logs, reimbursements and non-billable time in the same app

Time clinicians spent entering data fell from 10-15 minutes a day to under 3. Read the case study.

PTC, Virginia dashboard built by Greenwolf Tech Labs

06

How a build runs

Map your clinic

We list every form, report and spreadsheet your team uses, and who should see what, in one or two working sessions.

Build in rounds

Your clinical and admin leads test each module on sample clients before it goes live. Nothing touches real client data until you approve it.

Bring your history across

Existing clients, authorizations and session records move over in checked batches, so the system starts with your full caseload.

Train and support

Short guides and walkthrough videos for clinicians and admins, full documentation, and changes as your practice grows.

07

Custom-built or off-the-shelf ABA software?

  • Off-the-shelf suits some clinics

    If a packaged product fits your workflow and budget, use it. We will say so on the first call.

  • Custom fits the rest

    Clinics with their own report formats, payer mix or workflows usually spend less fighting a custom system than a packaged one.

  • You own it

    The app and the data sit in your own Google account. No per-seat licence to a vendor, no export fee to leave.

  • It changes when you do

    A new payer, a new report or a new role is a change to your system, not a feature request to a software company.

08

Questions ABA practices ask

Is a custom ABA system HIPAA compliant?
Compliance depends on how the practice operates as a whole, and no software is "HIPAA certified". We build on Google Workspace and AppSheet, which can hold PHI under your Business Associate Agreement with Google, restrict each user to the records they need, and test only on de-identified data.
Can it replace CentralReach or a similar product?
For some clinics, yes; for others it works alongside one, handling the reports and tracking the product does not. We look at what you use today before recommending either.
Does it handle billing?
It produces billing-ready session records with service codes, units and identifiers. Submitting claims to payers usually stays with your biller or clearinghouse.
Can clinicians use it on a phone or tablet?
Yes. It runs in a browser and as a mobile app, so notes can be logged at the end of a session.
How long does a build take?
It depends on how many modules you need. We scope the modules on the first call and give a fixed timeline before starting.
Does it replace trial-by-trial data collection apps?
Usually not. Many practices keep a dedicated data collection app for programs and targets, and the system we build handles sessions, authorizations, documents and billing around it. Where it helps, session totals can be brought in from the app you already use.
What does a custom ABA system cost?
It depends on how many modules you need and how much history has to move across. After a first call we give a fixed price and timeline per module, and there is no per-seat licence afterwards because the system runs in your own Google Workspace.

Tell us how your clinic runs today

Which spreadsheets, forms and reports your team lives in. We will come back with what an ABA system built around them would include.

A reply from a consultant, usually within one working day. Please do not include any client information.

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