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. 

Login

Here you can find common questions about the login process:

1. 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.

2. 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:

• Recover your username

Secondly, let's try to reset your password. Please follow the steps in the following links:

• Get a new password

Finally, let's change the password to one of your choosing. Please follow the steps shown in the links below.

• How to change your password

Dashboard

Once you access the system, you can personalize your dashboard to see specific information about the agency, just follow these steps:

• How to set up your dashboard?

Calendar

Here are some key insights to help you navigate the calendar and understand how the system operates effectively:

1. 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 make a ticket: steps to access the ABA Matrix system help

2. How to use the calendar in the system?

In the system, you can use the calendar like this:

• How to use the calendar from an administrative account

3. 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:

• Symbology in ABA Matrix

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:

• Detailed Guide for the Quality Assurance feature

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

1. 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 a new insurance

2. 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:

• How to create the agency Folder structure

You can also create Required Documents like this:

• How to add required documents

3. 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

• How to set up forms for the agency

Tailor the Behavior Treatment form to align with your agency's needs:

• Admin Configuration Guide: Setting up the note system for Behavior treatment sessions

4. 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:

• How to set up Scheduling limits for the entire agency and individual accounts (daily, weekly & monthly hourly limits)

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.

• How to use the Behavior and Program Libraries from administrative accounts

Accounts set up

1. Here you can find a guide on how to set up a client:

• 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 change the client's insurance

2. How to set up a therapist account (RBTs and Analysts)

• Here you can find a guide on how to set up a therapist.

3. How to set up a caregiver account

• Here you can find a guide on how to set up a caregiver.

4. How to set up another staff account

• Here you can find a guide on how to set up a staff member.

If you need, you can change the permissions and access to the system of the administration accounts like this:

• How to change permissions in Administration accounts

How to deactivate accounts

Here you can find a guide on how to deactivate a client:

• How to deactivate a client

Here you can find a guide on how to deactivate an assistant:

• How to deactivate an assistant

Here you can find a guide on how to deactivate an analyst:

• 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:

1. Here you can find a guide on how to give access to recapture the caregiver signature:

• How to give permission to recapture the caregiver's signature

2. Here you can find a guide on how to give access to recapture the assistant signature:

• How to give permission to re-capture the assistant's signature

3. Here you can find a guide on how to give access to recapture the analyst signature:

• How to give permission to re-capture analyst's signature

Data collection and graphs

1. 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.

• Data Collection Access Optimization: A Comprehensive Guide for Staff

2. How to see and edit graphs?

Graph hub allows you to see and easily customize your graphs in the system.

• Guide to Using the Graph Hub Tool in ABA Matrix

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:

• How the Supervision Monitoring Log works (Staff Members Only)

Billing

Here you can find a guide on how to run the billing for the agency:

1. How to run billing?

Here you can find a guide on how to run the billing for the agency:

• How to run a billing

2. How to archive and unarchive visits:

• How to archive and unarchive visits

3. How to export financial analytics:

• Access and Export Financial Analytics Data Step-by-Step

Payroll

1. Here you can find a guide on how to run the payroll for the agency:

• How to run a Payroll

2. You can revert a payroll like this:

• How to revert a payroll

3. How to add other fees to an employee's profile:

• How to add Other Fees

Reports

The system also has a series of reports available that you may find useful:

• What reports does ABA Matrix provide and how to export them?