Quick guide for Staff members
Welcome to ABA Matrix! Below is some basic information you need to complete your job as a staff using the program.
ON THIS PAGE
Login
- How to access the system?
- What to do if you have problems logging in?
Dashboard
- How to set up your dashboard?
Calendar
- How to make a ticket?
** How to make a ticket: steps to access the ABA Matrix system help
- How to use the calendar in the system?
** How to use the calendar from an administrative account
- How does the symbology of events work?
** Symbology in ABA Matrix
Quality assurance
- Detailed Guide for the Quality Assurance feature
Agency set up
- How to set up a new insurance?
** How to set up a new insurance
- How to set up the agency folder structure?
** How to create the agency Folder structure
- How to add required documents
** How to set up your agency forms?
- How to set up forms for the agency
** Admin Configuration Guide: Setting up the note system for Behavior treatment sessions
- How to set up agency and personal scheduling limits?
** How to set up Scheduling limits for the entire agency and individual accounts (daily, weekly & monthly hourly limits)
Customizable Behaviors & Programs Libraries
- How to use the Behavior and Program Libraries from administrative accounts
Accounts set up
1. How to set up a client account
** How to change the client's insurance
2. How to set up a therapist account (RBTs and Analysts)
3. How to set up a caregiver account
4. How to set up another staff account
** How to change permissions in Administration accounts
How to deactivate accounts
- How to deactivate a client
- How to deactivate an assistant
- How to deactivate an analyst
Recapturing Signatures
- How to give permission to recapture the caregiver's signature
- How to give permission to re-capture the assistant's signature
- How to give permission to re-capture analyst's signature
Data collection and graphs
- How to give access to edit data in the system?
- Data Collection Access Optimization: A Comprehensive Guide for Staff
- How to see and edit graphs?
- Guide to Using the Graph Hub Tool in ABA Matrix
Monitoring Log
- Supervision Monitoring Log (Staff Members Only)
Billing
- How to run a billing
- How to archive and unarchive visits
- How to Access and Export Financial Analytics Data Step-by-Step
Payroll
- How to run a Payroll
- How to revert a payroll
- How to add Other Fees
Reports
- What reports does ABA Matrix provide and how to export them?
Login
Here you can find common questions about the login process:
How to access the system?
First, you must go to https://www.abamatrix.com to access your account with the credentials provided by your agency.
What to do if you have problems logging in?
If you are unable to access your account, you can refer to this guide which will show you the steps to follow:
First, let's try to recover your username to make sure you are using the correct credentials (email/username combination). To do that consult the following link:
Secondly, let's try to reset your password. Please follow the steps in the following links:
Finally, let's change the password to one of your choosing. Please follow the steps shown in the links below.
Dashboard
Once you access the system, you can personalize your dashboard to see specific information about the agency, just follow these steps:
Calendar
Here are some key insights to help you navigate the calendar and understand how the system operates effectively:
How to make a ticket?
Once you access the system, if you have a problem or need help clarifying any doubts, you can contact us through the ticket system. This is the fastest and most efficient way of communication:
How to use the calendar in the system?
In the system, you can use the calendar like this:
How does the symbology of events work?
In the system, each event will have a distinctive symbol to differentiate them on the calendar. In the same way, depending on the state in which the event is, it will have a different color.
To better understand the work dynamics in the system, you can review this guide, which shows the symbology used in the system:
Quality assurance
The Quality Assurance feature enables administrative accounts to oversee the submission of session notes, providing the ability to review, reject, and optionally, to approve notes before they are billed. This ensures that all submitted sessions meet your agency’s guidelines and standards:
Agency set up
You have the ability to tailor the system to fit the specific needs and dynamics of your agency:
- Agency Settings
- Insurances you work with
- Forms for Supervisions and Competency checks
- Folder structure for your clients and employees documents
- Scheduling limits
How to set up a new insurance?
Every time you have a new insurance, you can add it to your agency like this:
How to set up the agency folder structure?
You can establish a folder structure for your agency based on different account types. Whenever a new account is created, the corresponding folder structure will automatically appear in the "Documents" tab for that account:
You can also create Required Documents like this:
How to set up your agency forms?
Easily customize forms for your agency, including:
- RBT Supervision
- BCaBA Supervision
- Caregiver Competency Check
- RBT Competency Check
- Behavior Therapy Session
Tailor the Behavior Treatment form to align with your agency's needs:
How to set up agency and personal scheduling limits?
You can manage daily and weekly scheduling limits for your agency or clients and therapists in particular, ensuring compliance:
Customizable Behaviors & Programs Libraries
In the system, you have access to pre-elaborated libraries, and you can also create your own Agency libraries to fit specific needs and workflows. With this feature, you can enhance productivity, ultimately leading to more informed decision-making.
Accounts set up
Here you can find a guide on how to set up a client:
You can change the client's current insurance if you need. Following these steps will ensure that the new insurance is correctly configured, and all future visits will be billed under the updated one:
- How to set up a therapist account (RBTs and Analysts)
- How to set up a caregiver account
- How to set up another staff account
If you need, you can change the permissions and access to the system of the administration accounts like this:
How to deactivate accounts
Here you can find a guide on how to deactivate a client:
Here you can find a guide on how to deactivate an assistant:
Here you can find a guide on how to deactivate an analyst:
Recapturing Signatures
If needed, you can give access to your employees to recapture any signature in the system, here you can find guides on how to do it:
- Here you can find a guide on how to give access to recapture the caregiver signature:
- Here you can find a guide on how to give access to recapture the assistant signature:
- Here you can find a guide on how to give access to recapture the analyst signature:
Data collection and graphs
How to give access to edit data in the system?
If necessary, you can grant your employees access to edit data in the system using the Data Collection tool, eliminating the need to edit each session data individually.
How to see and edit graphs?
Graph hub allows you to see and easily customize your graphs in the system.
Monitoring Log
The Supervision Monitoring Log is a tool generated automatically by the system every month designed to help you track the supervision hours effortlessly:
Billing
Here you can find a guide on how to run the billing for the agency:
How to run billing?
Here you can find a guide on how to run the billing for the agency:
How to archive and unarchive visits:
How to export financial analytics:
Payroll
- Here you can find a guide on how to run the payroll for the agency:
- You can revert a payroll like this:
- How to add other fees to an employee's profile: