ABA Scheduling Software with Authorization Checks [ ![StreamABA](https://streamaba.com/build/assets/logo-dark-Bta4omRy.svg) ](/) [Intake](https://streamaba.com/features/intake) [Communication](https://streamaba.com/features/communication) [Pipelines](https://streamaba.com/features/pipeline-boards) [Tasks](https://streamaba.com/features/tasks-automation) [Scheduling](https://streamaba.com/features/scheduling) [Scorecard](https://streamaba.com/features/analyst-scorecard) [Fieldwork](https://streamaba.com/features/fieldwork) [Integrations](https://streamaba.com/features/integrations) [Marketing](https://streamaba.com/aba-practice-marketing) [Blog](https://streamaba.com/blog) [ Log In ](https://app.streamaba.com/login) [ Try It Yourself ](#get-started) [Intake](https://streamaba.com/features/intake) [Communication](https://streamaba.com/features/communication) [Pipelines](https://streamaba.com/features/pipeline-boards) [Tasks](https://streamaba.com/features/tasks-automation) [Scheduling](https://streamaba.com/features/scheduling) [Scorecard](https://streamaba.com/features/analyst-scorecard) [Fieldwork](https://streamaba.com/features/fieldwork) [Integrations](https://streamaba.com/features/integrations) [Marketing](https://streamaba.com/aba-practice-marketing) [Blog](https://streamaba.com/blog) [Log In](https://app.streamaba.com/login) [ Try It Yourself ](#get-started) 1. [Home](https://streamaba.com) 2. / Scheduling A schedule that knows the *authorization.* ============================================ Every session is checked against the client's authorization, the staff member's credentials, drive time, time off and holidays before it is saved. The week shows each client's scheduled hours against what is authorized, and every unstaffed session stands out. Website Work email Try It Yourself ! **Over authorization**97153 · 92% → 104% used ↺ **Session moved**Thu → Fri · Undo streamaba.com / scheduling / calendar Calendar · Week · Clients Unstaffed 2 New Appointment Client Mon Tue Wed Thu Fri AR 18 / 20 h 9–12 97153 · RM 9–12 97153 · RM 9–12 97153 · Unstaffed 9–12 97153 · RM JK 15 / 15 h 1–4 97153 · PS 1–4 97155 · TB 1–4 97153 · PS 1–4 97153 · PS 1–4 97153 · PS MN 9 / 12 h 3–6 97153 · SP Unavailable 3–6 97153 · Unstaffed 3–6 97153 · SP LT 10 / 10 h 8–10 97153 · RM 8–10 97153 · RM 8–10 97156 · TB 8–12 97153 · RM For schedulers Find the problem before the family *does.* ------------------------------------------ A cancelled session, a sick RBT or an expired authorization can undo a week. Every session is checked before it is saved, so the schedule you send out is one you can keep. ![An open monthly planner with handwritten notes lies on a wooden desk](/images/photo/features/scheduling.jpg) The generic calendar A calendar can't tell you a session won't get *paid.* ----------------------------------------------------- - ### Booked past the authorization Hours keep getting scheduled after the authorization runs out or before it starts, and nobody finds out until the claim comes back. - ### The wrong person in the slot An RBT whose credential lapsed, or a BCBA who isn't enrolled with the client's payer, still shows as free on the calendar. - ### A day nobody can drive Back-to-back home sessions across town look fine on a grid, until the second family is waiting at the door. ![](/images/photo/objects/calendar.png) Week and Day Drag a session. See what it *breaks.* ------------------------------------- Lay the week out by client or by staff member. Drag a session to another day, time or person, and StreamABA shows the before and after with every check before anything moves. Choose this session or this and the following ones, and Undo if you change your mind. - Client rows: scheduled hours against weekly authorized hours - Staff rows: scheduled hours against each person's billable target - Filter to Unstaffed, Open Capacity, or At Target - Time off and unavailable days shaded on the row - Click an empty cell to book with the person and day filled in Move appointment · 97153 Confirm the move 1 warning Before Thu 9:00 – 12:00 RM After Fri 1:00 – 4:00 PS No double-booking Inside the authorization dates Drive time: 12 min short after the previous session This one This and following Move Booking Know the authorization before you *book.* ----------------------------------------- One booking panel for every appointment, with the checks and the authorization impact beside it the whole time. A recurring series can run to the last day of the [authorization](https://streamaba.com/features/pipeline-boards), so the schedule never quietly outlives it. - Hours this adds, and the authorization used before and after - The client's open hours for the day, with gaps you can click - Repeat on weekdays, daily, weekly, every 2 weeks or monthly - End on a date, after a count, or when the authorization ends - Holidays the series skips, listed before you save Authorization impact 97153 · Within authorization Adds +36 h Before 61% After 84% 0Authorized Repeats · weekdays · until the authorization ends Mon Tue Wed Thu Fri 48 sessions 2 holidays skipped Checked on every save The rules your payers check, checked *first.* --------------------------------------------- The same checks run wherever a session is booked or moved: the booking panel, a drag on the calendar, a coverage change, a family's request. Double-booking, approved time off, holidays and a credential past its grace period stop the save. The rest warn, with the reason in plain words. - Credentials judged on the appointment date, with the payer's grace period - BCBA payer enrollment, and telehealth licensure in the client's state - Supervision overlap, and a concurrent-supervision limit per Analyst - Drive time, service area, availability and pending time off - Overrides need a reason and the permission, and record who and when Checks 1 blocking · 2 warnings Staff double-booked 1:00 – 2:00 overlaps another client Blocking Credential expired In the payer's grace period on this date Warning Not enrolled with payer BCBA isn't enrolled with the client's payer Warning Authorization Inside dates · 84% used after Passed Override Staffing Emergency ![](/images/photo/objects/pen.png) Coverage The right RBT for the open slot, *ranked.* ------------------------------------------ When an RBT calls out, Find Coverage puts the people who can take the session with no warnings at the top, then ranks them by care team, distance, past sessions with the client and the lightest workload. The change runs the same checks as any other booking. - The client's care team first, then everyone else by fit - Each person's hours this week against their target - Credentials, past sessions and miles on every card, and payer enrollment for BCBAs - Drive time from the previous and next session, traffic-aware with Google Maps - Staff who would need an override listed apart, never mixed in Find Coverage Thu 9:00 – 12:00 · 97153 Recommended 3 PS Care team 12 past sessions 4 mi Assign 22 / 30 h SP RBT current 3 past sessions 7 mi Assign 18 / 30 h TB RBT current New to client 11 mi Assign 26 / 30 h Needs an override · 2 staff Cancellations and makeups Every cancelled hour, *accounted for.* -------------------------------------- Cancel one session or a run of them in a few steps. Each payer's cancellation policy decides what a late cancel bills and what it uses from the authorization, and the hours a client is owed stay on the books until they are made up. - Who cancelled, how they told you, and why, on every cancellation - Late cancels judged against each payer's own window - Per payer: the billable share, authorization units used, and whether staff are paid - Book makeups during the cancel, or leave the hours owed for later - A Makeup Balance of every client owed time, with the earliest due date Cancel · Reason Late cancel Cancelled by Guardian Told us by Text Reason Illness Payer window 24 h Makeup BalanceOwedDue AR 6:00 Nov 14 MN 3:00 Nov 21 Families and calendars Families ask. You approve in one *place.* ----------------------------------------- Families get a [text and email reminder](https://streamaba.com/features/communication) before each session. Schedule changes from the Family Portal land in one staff inbox, and the checks run again before anything changes. Staff and families each get the schedule in the [calendar they already use](https://streamaba.com/features/integrations). - Text and email reminders to families before each session - Families reschedule, cancel, add a session, or mark dates unavailable - Guardians see the late-cancel deadline before they send - Approve, change the time and approve, or deny with a reason - Staff subscribe in Google Calendar, Outlook, or any iCal app - Subscribe to yourself, a caseload, a client, a location, or the practice Schedule Change Requests Pending 3 Reschedule Tue 3:00 → Wed 3:00 Approve Deny Unavailable Dec 22 – Dec 26 Approve Deny Cancel Fri 9:00 · past the deadline Approve Deny Subscribe · Google · Outlook · iCal Rebalance Rebalance caseloads before someone *burns out.* ----------------------------------------------- Practice owners pick the Analysts or clients to look at and a goal, and StreamABA lays out plans with each Analyst's week before and after. A plan is a proposal: you review it, then make the moves yourself. - Goals: Balance Load, Cut Driving, Cover Uncovered Hours, Fewest Changes, Best Fit - Lock a client to an Analyst, or keep a client and an Analyst apart - A weekly hours limit per Analyst - Shows who was ruled out for each client, and why - Export the plan as PDF or CSV Plan · Balance Load Analyst weekly hours, before → after 3 moves BC 31 → **25 h** DL 18 → **23 h** KW 21 → **22 h** 1 client locked · 1 kept apart Questions Scheduling *questions.* ----------------------- Does StreamABA stop a session from being booked over the authorization? It warns rather than blocks, because a practice sometimes has to book while a renewal is pending. Before anything is saved, the scheduler sees how many hours the session adds and the authorization's share used before and after. StreamABA also warns when there is no authorization for the service code, when the date is outside it, and when it is running low, past a frequency limit or about to expire. Which conflicts block a booking? A client or staff member double-booked, approved time off, a company or location holiday, a credential expired past the payer's grace period, a staff member who is no longer active, a group outside its size limits, and an appointment someone else changed since you opened it. Approved time off, holidays and group size can never be overridden. Anything else that blocks needs a reason, notes and the override permission, and StreamABA records who overrode it and when. How are credentials checked? Against the service code and payer, on the date of the appointment rather than today. A credential that has expired but is still inside the payer's grace period warns; one past it blocks. StreamABA also warns about a missing credential, one about to expire, a BCBA who isn't enrolled with the client's payer, onboarding that isn't finished, and telehealth with an Analyst who isn't licensed in the client's state. How does StreamABA choose staff for an open session? The composer lists the client's care team first, then everyone else by how well they fit the time: available, partly available, availability not set, booked, then not working or on time off. Each person shows their scheduled hours for the week against their target. Find Coverage ranks staff with no warnings first, then the care team, distance, past sessions with the client and the lightest workload. How is drive time worked out? From the staff member's previous and next appointments. With a Google Maps key, StreamABA uses traffic-aware drive time; without one, a straight-line distance at 30 mph. Buffers can be set for the practice and for a pair of locations, and telehealth sessions are skipped. StreamABA warns about a tight gap; it does not reorder anyone's day. How are late cancellations billed? By each payer's cancellation policy: its late-cancel window, the share that is billable, whether authorization units are used, and whether staff are paid. Cancellation reasons are the practice's own, each with a category such as late cancel or no-show, and a reason can create a makeup. Can families request schedule changes? Yes, from the Family Portal: reschedule, cancel, add a session, mark the client unavailable for some dates, or change the regular schedule. Guardians see the late-cancel deadline before they send. Staff approve, change the time and approve, or deny with a reason from one inbox, and the checks run again before anything changes. Does StreamABA send appointment reminders? Yes. Families get text and email reminders before each session. Does it sync with Google Calendar or Outlook? Yes. A staff member can subscribe to their own schedule, their caseload, one client, a service area, a location or the whole practice, as a private calendar link or pushed into a Google or Outlook calendar. Families get their own calendar feed from the Family Portal. Which scheduling reports are included? Cancellation, No-Show, Late Arrival, Late Session Start, Utilization, Efficiency, Schedule Gaps, Session Summary and Appointment Completion, all under Scheduling. Live demo · No sales call Catch it on the schedule, not on the *denial.* ------------------------------------------------ Every session checked before it is booked. Leave your work email for instant access to the live demo. No sales call. 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