Quick guide for RBTs

Welcome to ABA Matrix! This quick guide will walk you through the essential tools and features you will use as an RBT. Each section explains not only what to do, but also why it matters and how it helps you complete your job successfully.

1. Login

Access to the system is the first step to completing your daily tasks. Here you will find everything you need to start using ABA Matrix.

How to access the system:

To log into your account, go to https://www.abamatrix.com and enter the credentials provided by your agency. These credentials are your personal access to clients, schedules, notes, and documentation.

What to do if you have problems logging in:

If you cannot log in, follow the steps below in order. This helps identify whether the issue is your username, password, or both.

1. Recover your username: Start by confirming you are using the correct email/username. Use the following link to recover it:

• Recover your username

2. Reset your password: If the username is correct but you still cannot access your account, reset your password here:

• Get a new password

3. Change your password: After recovering access, update your password to something secure and familiar by following these steps: 

• How to change your password

Submitting a ticket for questions or system issues:

If you experience a problem or need clarification, the ticket system is the fastest way to get support. Once you log in, you can submit a ticket directly through the system so our team can assist you efficiently.

• How to make a ticket: steps to access the ABA Matrix system help

2. Calendar

Your calendar is the main tool for managing your sessions, schedules, and daily workflow. Understanding how it works will help you stay organized and avoid errors.

How to use the calendar:

Use this guide to learn how to navigate, open, and manage your daily and weekly views:

• How to use the calendar from a therapist account

Each event in the calendar has its own symbol and color, allowing you to instantly understand:

• The type of event
• The event’s status (pending, completed, canceled, etc.)

Review this guide to learn how the symbology works and how it helps you track your workflow:

• How does the ABA Matrix interface and workflow work (icons, statuses, and navigation)

How to set up your dashboard:

Your dashboard gives you quick access to client information, visits, notes, and documents.You can customize it to match your daily needs by following these steps:

• How to set up your dashboard?

3. Session notes

Session notes are one of your main responsibilities as an RBT. ABA Matrix offers several tools to help you schedule sessions, write notes, and collect data efficiently.

How to schedule a session:

Learn how to add new events to your calendar by following this guide:

• How to create and edit events in the system

Some agencies allow RBTs to complete a single note for multiple sessions with the same client on the same day. This helps save time when sessions are related but occur at different times or locations. Here is how to do it:

• How to create a related session

How to collect data in the system:

After scheduling your sessions, you can enter session data in two ways:

1. Directly inside the session note: Follow these steps to collect data within the note:

There are currently two data collection options available: Quick Collect, which supports real-time session data entry, and Regular Data Collection. Based on your agency’s configuration, you will have access to one of these options. Below are the guides for both.

• How to collect data in the system?
• How to Collect Data in the system using the Quick Collect feature

2. Using the data collection tool: This tool allows you to record data more quickly and interactively:

• How to use the Data Collection Tool in ABA Matrix

How to complete notes:

You must complete the corresponding session note to document the services provided. The note includes all required information based on your agency’s guidelines and ensures your session moves through the approval and signature process. To learn how to complete your notes in the system, check this guide:

• How to fill out Behavior Treatment Session notes by protocol (for RBTs)

Electronic Visit Verification (EVV):

Some agencies require EVV to verify the time and location of your sessions. If your agency uses this feature, you must complete EVV before submitting your session note. To learn when and how to complete EVV in the system, check this guide:

• How to Use ABA Matrix EVV: Clock In, Clock Out, and verify your Location (for therapists)

4. Signatures

Signatures confirm service delivery and are required for both caregivers and RBTs. These guides help you understand when and how to collect them.

How to collect a Caregiver’s signature:

The signature of the caregiver can be collected in the system like this:

• How to collect the caregiver's signature
• How to collect the Caregiver Signature from the phone

If allowed by your agency, you can collect multiple signatures at once. The caregiver will sign once, and that signature will apply to all selected notes.

• How to collect Multiple Signatures for Caregivers

How to recapture your own signature:

If you need to sign a session again, agency staff must reopen the note for you. After that, follow these steps to recapture your signature:

• How to Recapture Your Signature as an Assistant

5. Supervisions

When an analyst submits a supervision for you, you must review and sign it. Here is how to complete your signature:

• How supervisees can sign a supervision (for therapists)

Supervision Monitoring Log:

Every month, the system automatically generates a Supervision Monitoring Log. This log helps you keep track of your supervision hours without having to calculate anything manually.

• How the Supervision Monitoring Log works

6. Documents and reports

How to upload your documents and certifications:

If your agency allows it, you can upload your credentials (such as CPR, RBT certification, etc.) directly into the system.

• How to upload documents for review (only for RBTs and analysts)

How to create incident reports:

If your agency allows the use of incident reports, you can create one in the system to document and register any incident that occurred during a session. This helps ensure proper reporting and communication according to agency policies. To learn how to create an incident report, check this guide:

• How to manage incident reports and sign discharge forms (for therapists)

The system provides several reports that might be helpful for reviewing your hours, sessions, and documentation. You can explore them here:

• How to access and export reports in ABA Matrix

7. Payroll

You can easily view your payment history inside the system. Just follow these steps:

• How can I check my Pay Records

Need Assistance?

If you encounter any issues or have additional questions, please contact our support team through the ticket system. We are here to help!

📞 Customer Support Line: +1 (888) 383-4630

📧 Email: support@abamatrix.com