How to set up a client account

To set up a new client in the ABA Matrix system, you must ensure that you complete these steps:

1. Create the client

The first step is to add the client to the system database, which you can do by following the steps in this guide:

• How to add a new client

2. Add the Behaviors, Replacements and Skills to the client profile

• How to add the Behaviors, Replacements and Skills to the client profile

3. Add the client approvals

You can add the client approvals like this:

• How to add approvals

If you do not have the approval reference number, you can create it as provisional. This will allow you to work with the client even if you don't have the number. You can do it this way:

• How to add provisional approvals

Once you receive the PA number, you can add it to the authorization like this:

• How to add the number to a provisional approval

4. Add the client diagnostic

You can add the diagnostic(s) as follows:

• How to add a new diagnosis

You must check at least one primary diagnosis for the client. This primary diagnosis will be reflected in the assessment/reassessment reports, claims, etc. and you can add it like this:

• How to set a client diagnosis as primary

5. Add the client address

You can add the addresses you want to the client profile as follows:

• How to add a client's address

You must mark at least one address as primary for the client. This will be reflected in the assessment/reassessment reports, etc. and you can add it this way:

• How to set a client address as primary

6. Add the client healthcare provider

The first step is to make sure the doctors (healthcare provider) are in the system. If they are not added, you can create them a profile by following these steps:

• How to create a Healthcare Provider profile

You must add the healthcare provider to the client profile as follows:

• How to set a healthcare provider as primary for a Client

7. Assign therapists to the case

To start working, each client must be assigned their therapists, which you can do as follows:

• How to manage client-therapist assignments

8. Add the documents

You can add all the documentation of your clients to the profile of each one in this way. 

If you want to add a new document, you can follow these steps:

• How to Add a New Document to the Client's Profile

If your agency uses a predetermined folder structure for client accounts, you will see that structure when you create a new client. You can edit or update these documents for each specific client and upload new versions as needed. Here’s how:

• How to update client documentation (add a new version)

9. Add a restriction

• How to add a restriction for clients

10. Customize Caregivers and RBT goals

When you configure the Caregiver Competency and RBT Competency forms, the Goals and Tasks that you set at the agency level will apply to all clients:

But you can customize the goals and tasks for caregivers and RBTs, so each competency check or evaluation is personalized according to the specific case:

1. Caregiver goals:

• How to add or edit competencies for caregivers (caregiver goals)

2. RBT goals:

• How to add or edit competencies for RBTs (RBT goals)

11. Personalize interventions

The interventions that you have established at an agency level will be automatically populated for all new clients:

If you change these interventions at the agency level, clients that are created after that time will have the updated interventions, but in the case of those that were already created, you must go to each profile and modify them.

You can modify the interventions of each client in this way:

• How to add client interventions