How to edit programs (replacement behaviors and skills) in clients profiles (for analyst)

This guide is essential for analysts and administrators looking to effectively manage and edit clients' profiles, specifically regarding replacement and skills behaviors. It provides detailed instructions on accessing, modifying, and organizing behaviors, STOs, measures, and other critical components, ensuring accurate data collection and reporting. By following this guide, users can enhance their ability to tailor interventions to meet individual client needs, ultimately improving outcomes in behavioral analysis.

1. Log In:

Sign in using an account with the appropriate permissions (Analyst or Administrator) and confirm you have access to the client you will be working with.

Navigate to the Client’s Profile:

Go to the Clients section and select the desired client.

You may use the search bar in the top-right corner to search by client name, Medicaid number, EQ Health number, caregiver name, or phone number.

Access the Skills & Behaviors tab:

Once you're in the Skills & Behaviors section, choose the tab based on what you're editing: Replacement/Skills Behaviors
Click on the behavior you want to modify, and you can change its information from the tabs inside the pop up window.

1. Edit the Info

2. In the Info panel, you have the option to change:

Name of the behavior
Effective start date
Folder

Always review the effective start date of the replacement along with its status. These elements are directly connected and determine when the behavior becomes visible for data collection and for reports such as monthlies and assessments/reassessments.

Behaviors can be organized into folders for easier management. See link: How to use the folder system for skills and behaviors for more information.

2. Edit STOs/LTOs

3. In the STOs/LTOs tab, you will have various editing options such as:

Bulk Edit to modify multiple entries at once and Bulk Save to apply all changes in a single action.

4. You also have the option to edit one STO at a time:

Duplicate: You can duplicate the content of the STO if required.
Edit name and description: Users have the ability to change the names and descriptions of the STOs to fit their individual requirements. To do this, simply click on the pencil icon next to the STO you wish to edit and click Save to apply the changes.
Delete: You can delete it.

5. Manually adjust the order of the STOs: You can also adjust the order of the STOs after they have been created. Click on the STO you want to move, then drag it to the position you want within the list. Release the mouse button to place the STO in its new position.

6. To add more STOs, you can:

Auto-generate them. Newly generated STOs will be added after the ones you currently have and will not overwrite any existing information.
Add STOs one by one.

You can find more information regarding adding STOs in the following link:How to create and track STOs in ABA Matrix

2.1 Edit STO Criteria

The STO Criteria is essential for determining when an STO is considered met or not met. The system automatically generates this criteria based on how each STO is structured.

7. Manual Adjustments:

You can manually adjust the STO criteria to better reflect the client's needs, just click "Edit Criteria".
Manually adjust the STO met criteria.
Click "Update" to save the configuration

3. How to change Measure

8. Once the info panel is open, select the Measure tab:

9. Click "Change Measure":

Select the new Measure:
Click "SAVE"

Types of measures the program have:

Frequency: Tracks the number of times a program occurs during a session. Each occurrence is counted, providing a straightforward measure of program repetition.
Percentage: Calculates the proportion of a specific program relative to total opportunities or responses. It is determined by dividing the specific responses by the total opportunities and multiplying by 100.
Time (Seconds): Measures the duration of a program in seconds. For example, if a program occurs with durations of 10s, 12s, and 8s, the average is (10 + 12 + 8) / 3 = 10 seconds.
Time (Minutes): Records the duration in minutes and calculates the average. For instance, durations of 5, 7, and 6 minutes result in an average of (5 + 7 + 6) / 3 = 6 minutes.
Total Time (Minutes): Captures the cumulative duration of a program in minutes across a session. For example, durations of 10, 15, and 20 minutes sum up to 45 minutes.
Task Analysis: Breaks down complex tasks into smaller steps to measure individual progress. This allows for detailed tracking of skill acquisition or mastery over time by measuring the completion of each step.

You can add the task list once the program is added to the client's profile

When changing the type of measure, keep in mind that two graphs will be displayed: one reflecting the previous measure and another showing the newly selected measure.

When editing the measure, if you want to change to Task Analysis. Please send us a ticket, and we will make the proper changes.

10. Note that the effective start date can also be modified.

Changes to the effective start date determine how and when the new data collection begins.

If the new effective start date falls within a period where data was previously recorded using a different measure, a pop-up window will appear informing you that data from those sessions recorded with the previous measure will be deleted and replaced by the new one. If the previous and new measures are not compatible, the existing data will be lost.

3.1 Additional functions in Measures: Initial Observations and Baselines

11. You can add initial observations. These are observations conducted before the baseline process, mostly by the analyst of the case.

Baselines can be added for the selected measure.

12. You can review Previous Measures and delete them if needed.

If you delete the previous measurement, the new measurement will use the same effective date as the measurement that was removed. The data will transfer only if the new and old measurements are compatible; otherwise, the data will be lost.

4. How to change Status

13. Once the info panel is open select the Status tab:

Click on the "Change Status" button.
Select the new Status and click on "Save".

The different types of status the system have:

In Observation: Newly observed behaviors; data collection is allowed.
Pending: Behaviors not currently being addressed; no data collection required.
Ongoing: Active behaviors that require regular data collection.
Mastered: Successfully completed behaviors; no data collection and not shown in session notes.
Discontinued: Behaviors no longer targeted; no data collection and not shown in session notes.

14. Note that the effective start date can also be modified.

👉Changes to the effective start date directly impact when this behavior will appear in session notes. Depending on the date selected, it will only be visible in sessions occurring on or after that effective start date.

5. How to change Teaching Materials

15. Once the info panel is open, select the Teaching Materials tab:

Click on the "Change Teaching Material" button.
The system uses a rich text editor, allowing you to apply formatting such as bullet points, bold text, and spacing as needed.
Click "SAVE"

16. Note that the effective start date can also be modified.

👉Changes to the effective start date directly impact when this information will appear in session notes. Depending on the date selected, it will only be visible in sessions occurring on or after that effective start date.

17. You can delete previous teaching materials.

6. How to change Objective

18. Once the info panel is open, select the Objective tab:

Click on the "Change Objective" button.

19. The system uses a rich text editor, allowing you to apply formatting such as bullet points, bold text, and spacing as needed.

Click on "SAVE"

20. Note that the effective start date can also be modified.

21. You can delete previous objectives.

7. How to change Procedures

22. Once the info panel is open, select the Procedures tab:

Click on the "Add New Procedures" button.

23. The system uses a rich text editor, allowing you to apply formatting such as bullet points, bold text, and spacing as needed.

Click on "SAVE"

24. Note that the effective start date can also be modified.

25. You can delete previous procedures.

8. How to change Barrier

26. Once the info panel is open, select the Barrier tab:

Click on the "Change Barrier" button.

27. The system uses a rich text editor, allowing you to apply formatting such as bullet points, bold text, and spacing as needed.

Click on "SAVE"

28. Note that the effective start date can also be modified.

29. You can delete previous procedures.

9. How to change Definition

30. Once the info panel is open select the Definition tab

Click on the "Change Definition".

31. The system uses a rich text editor, allowing you to apply formatting such as bullet points, bold text, and spacing as needed.

Click on "SAVE"

32. Note that the effective start date can also be modified.

33. You can delete previous procedures.

10. How to change Teaching Procedures

34. Once the info panel is open select the Teaching Procedures tab

Click "Change Teaching Procedure Options"

35. A new window will pop up with all the teaching procedures configured by the agency:

Select the applicable teaching procedures.
Click "SAVE"

36. Note that the effective start date can also be modified.

37. You can delete previous procedures.

11. How to change Schedule of Reinforcements

38. Once the info panel is open select the Schedule of Reinforcement tab:

Click "Change Scheduled Reinforcement Options"

39. A new window will pop up with all the Scheduled Reinforcements configured by the agency:

Select the applicable scheduled reinforcement.
Click "SAVE"

40. Note that the effective start date can also be modified.

41. You can delete previous procedures.