How to set up a client account. Quick guide

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:

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b537e4808f1213f9ff5f

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

To create new behaviors, you can follow these steps:

• How to add a new "Maladaptive Behavior"

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1d17a2de3eb1957dcc389

To create new replacements, you can follow these steps:

• How to Add a New Replacement Behavior

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1d9d8c263c66781ca90c1

To create new skills, you can follow these steps:

• How to add a new "Skill Acquisition"

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b90ceb6616597e563091

3. Add the client approvals

You can add the client approvals like this:

• How to add approvals

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b469eb6616597e56306a

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b814616d4044914c63bf

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

• How to add the number to a provisional approval

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b79bf6180530271e0559

4. Add the client diagnostic

You can add the diagnostic(s) as follows:

• How to add a new diagnosis

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b2c42de3eb1957dcc30b

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b74ee4808f1213f9ff67

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e198e4eb6616597e562fe9

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b6f02de3eb1957dcc31d

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e985ba2de3eb1957dcd1c8

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

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b5f1f6180530271e054f

7. Assign therapists to the case

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

• How to Assign and Unassign Clients to Therapists

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e89c97eb6616597e563dae

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e847e9f6180530271e1112

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)

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e846abe4808f1213fa0abb

9. Add a restriction

• How to add a restriction for clients

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1b14a616d4044914c6395

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)

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1c730616d4044914c63f3

2. RBT goals:

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1c526616d4044914c63ec

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

https://secure.helpscout.net/docs/63e835aea2557d37b24bd9a0/article/66e1dcb82de3eb1957dcc3b4