Case Study: An ABA Practice Management System for PTC

One portal, three roles

An AppSheet portal where access follows the user's email: admins see everything, sub-admins see management and reporting, clinicians see only the clients assigned to them.

• Unrecognised users get a blank no-access screen
• A shared clinician directory so a colleague can cover a session
• Clinician view mirrors admin, filtered to their caseload

Session notes that check themselves

A guided form replaces the spreadsheet: durations calculated from start and end time, required fields enforced, and the client list limited to the clinician's own caseload.

• Hours used against total authorized hours per client
• Monthly and quarterly hour goals per clinician
• Old billing cycles locked against edits

Authorizations tracked every minute

An automation reads every authorization and sets its status: active, in progress, or expired when the end date passes or the hours reach zero.

• Client status flows from new referral to onboarding, active and inactive
• Insurance expiring within 45 days listed with days left
• Manual override where the practice needs one

Documents written from the record

Behavior Support Plans, session notes, quarterly reports and discharge summaries are generated from the data in one click and filed in the right client folder.

• Quarterly reports group each service with its session dates
• Reports due within 45 days shown with days remaining
• Client folders sorted automatically into referral and discharged

Billing cycles run by rule

Running a cycle bills whole hours per client, carries leftover minutes into the next cycle and stamps every row as billed, so nothing is billed twice or lost.

• On the final cycle, 30 minutes or more rounds up to an hour
• Billable and non-billable hours per clinician per month
• Call logs and reimbursements with supporting documents

Built on tools the practice owns

Everything runs on Google Workspace, AppSheet and Apps Script in the practice's environment. There is no per-seat licence to a software vendor and no export fee to leave.

• Changes are made to their system, not requested from a vendor roadmap
• A written handover of every module and trigger
• Testing on sample records, never live client data

Clinicians

Logging a session takes under three minutes a day instead of 10 to 15, and the form will not accept an entry that would cause a billing problem later.

Admins and billing

Every cycle arrives in one format. Running billing is a button, with leftover minutes carried forward by rule instead of by memory.

Clinical leads

Authorizations, reports due and coverage ending are visible weeks ahead, and the documents that used to take an evening are generated from the record.