Free Trial Step-by-Step Guide

Welcome to ABA Matrix! This guide will walk you step by step through the recommended workflow during your 15-day Free Trial. Follow the sections in order to experience the complete system cycle, from scheduling to payroll.

During your Free Trial, you have:

• 1 RBT account (assistant)
• 1 Analyst account
• 1 Staff account (administration)
• 1 Test Client

ABA Matrix is designed around a structured workflow that connects clinical documentation, supervision, quality control, billing, and payroll. Each action within the system builds on the previous step to ensure services are properly documented, reviewed, approved, and processed financially.

In a typical cycle:

• A session is scheduled
• The provider documents and submits the session note
• Required signatures are collected
• The session moves through review (if applicable)
• The visit becomes ready for billing
• Payroll is processed

Each role (RBT, Analyst, Admin) participates in different parts of this process to ensure clinical accuracy, compliance, and financial accuracy.

1. Log In to the System

Go to: https://www.abamatrix.com and log in using the credentials provided for:

• Admin/Staff
• RBT (assistant)
• Analyst

What to do if you have problems logging in:

If you cannot log in, follow the recovery steps in order. This helps determine whether the issue is related to your username, password, or both.

• Can't Login

Submitting a ticket for questions or system issues:

If you experience a problem or need clarification, the ticket system is the fastest way to receive support. Once logged 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. Schedule a Session

All services begin in the Calendar. This is where Behavior Treatment Sessions, Supervisions, Family Trainings, Assessments, and other events are created and managed. Depending on your agency’s structure, sessions may be scheduled by the RBT or centrally by an Admin user.

1. Open the Calendar: From the Calendar, you can view daily, weekly, or monthly schedules, create and edit sessions, schedule supervisions or other service types, and access related documentation once services are delivered. This centralized view ensures that all scheduled activities are organized and connected to the documentation and billing workflow.
2. Select the Desired Event: When creating a visit, select the appropriate event type (such as Behavior Treatment Session, Supervision, or another service), assign the client and provider, and define the date and duration. Once scheduled, the session becomes part of the agency workflow and will be available for documentation after the service is rendered.

• How to create and edit events in the system

2.1. (Optional) Configure Agency Settings & Scheduling Limits

Administrators can customize how the system behaves based on their agency’s needs.

• From Agency → Settings, you can adjust general system configurations such as documentation rules, data collection options, editing permissions, session locking conditions, and other operational preferences.
• Under Agency → Scheduling Limits, you can define scheduling controls such as daily, weekly, or monthly hour caps for clients or therapists, limits per client, restrictions on overlapping visits, minimum session duration, restricted scheduling hours, holiday blocks, and other time-based rules.

All of these settings are flexible and can be updated at any time. When visits are scheduled, the system automatically checks the configured limits and restrictions to help keep scheduling aligned with your agency’s internal policies and authorizations.

2.2 (Optional) Configure Documentation Forms

ABA Matrix uses customizable forms to standardize documentation across service types. These forms determine which fields appear in each session note, which sections are required, and which signatures or approvals are included in the workflow.

During your Free Trial, all forms are already configured and ready to use, allowing you to begin scheduling and documenting services immediately. However, you may modify these templates at any time to tailor them to specific clinical, operational, or compliance needs.

• How to set up the notes system for behavior treatment sessions
• How to set up supervision and competency check forms for the agency

3. Complete a session

3.1 Complete an RBT Session

When an RBT delivers a Behavior Treatment Session, the documentation follows a two-step workflow.

1. After services are provided, the RBT documents and submits the session note. This includes entering the clinical information required by the agency, recording session data, documenting the interventions used, and collecting the caregiver’s signature when applicable. Once the note is signed and submitted, it is automatically routed to the Analyst for review under the default workflow.

• How to collect the caregiver signature
• How to fill out Behavior Treatment Session notes by protocol
• How to Collect Data in the system using the Quick Collect feature

2. The Analyst then reviews the session documentation and data to ensure clinical accuracy and compliance. If revisions are needed, the note can be returned for correction.

• How to Review RBTs’ Therapy Sessions

Once approved and signed by the Analyst, the visit progresses in the workflow and becomes eligible for billing.

3.1 Complete an Analyst Session

When the Analyst is the rendering provider, for example, during Direct Treatment, Supervision, Family Training, or Assessment-related services, the Analyst completes the documentation directly.

The Analyst documents the service provided, enters relevant data if applicable, collects required signatures, and signs the note.

• How to fill out Behavior Treatment Session notes with protocol evaluations

3.2 Supervisions & Monitoring

ABA Matrix allows agencies to document RBT, BCaBA y Case Supervision events through the Calendar. Supervision sessions are documented like other service types and contribute to compliance tracking:

• How to create a Supervision

The system automatically generates Supervision Monitoring Logs, summarizing supervision activity by therapist and by case. These logs help agencies monitor supervision requirements and maintain oversight:

• How to Manage RBT and BCaBA Supervision Monitoring Logs
• How to Manage Case Supervision Monitoring Logs

3.3 Quality Review Before Billing

Before generating billing, agencies may conduct an internal review to ensure documentation is compliant with the agency’s standard of care.

• How to use the Quality Assurance feature

4. Billing

Once visits have progressed fully through the documentation workflow, they become ready for billing.

ABA Matrix offers two billing options: agencies can create claims manually using our billing report as reference, or use electronic billing through a Claim.MD integration. During the Free Trial, only the manual billing option is available, allowing you to generate and export claim information for completed visits.

From the Billing tool, administrators can generate claim information, review visit status, archive visits if needed, and export financial data.

• How to run a billing

For trial purposes, the default insurance configured in the system is Florida Medicaid (FL Medicaid). This allows you to test billing functionality immediately. However, agencies may add additional insurance providers and configure them according to their needs.

• How to set up a new insurance

5. Payroll

After billing is finalized, agencies can process payroll. The Payroll tool calculates compensation based on configured pay rates and completed visits. Administrators can generate payroll reports, export files for payroll systems, and adjust pay rates or additional fees when necessary.

• How to run a payroll

In addition to administrative controls, employees can access their own pay records directly within the system, allowing them to review payment history and maintain transparency.

• How can I check my Pay Records

6.Managing Client Profiles

The Client Profile centralizes all clinical information for each case. Within the client profile, agencies can create and edit maladaptive behaviors and replacement skills for the trial client, allowing you to simulate real clinical management.

• How to add maladaptive behaviors to client profiles
• How to add programs replacements behaviors and skill acquisition to client profiles
• How to edit maladaptive behaviors in client profiles
• How to edit programs (replacement behaviors and skills) in clients profiles

During the Free Trial, you may also create additional client accounts to further explore scheduling, documentation, and billing workflows across multiple cases.

• How to set up a client account

7.Managing employee profiles

Administrators can expand beyond the initial test accounts during the Free Trial. Additional employee accounts can be created to simulate real caseload management and team structure.Therapist accounts (RBTs and Analysts) can be added with role-based permissions, assigned caseloads, and individualized settings, allowing you to test how the system functions across multiple providers.

• How to set up a therapist account (RBTs and Analysts)
• How to add a new staff

8.Treatment Plans, Assessments & Reassessments

During your Free Trial, you can explore the Assessment Tool to create assessments and reassessments for your client. The information documented within assessments is directly connected to the client’s profile and the data collected in session notes. This allows you to use clinical information, treatment targets, and progress data already entered in the system to support treatment planning and updates.

• How to work with the Assessment tool