ABA reports

ABA reports go through the same steps as every payer report: caregiver review when the payer wants it, signing, submission and the payer's decision, all on the chart's Reports tab. When the clinic has the ABA module, ABA reports add the following. Each ABA report is written on NeatPractice's ABA report template (added to your clinic the first time anyone writes one).

Assessment reports#

Click New Assessment Report on the Reports tab, choose the Assessment it writes up and the report date. Its episode and authorization come with it, and the period defaults to the authorization's dates. Progress, reauthorization and discharge reports for an ABA episode start from New Report like any other.

The document's sections cover the reason for referral and background, diagnoses, medications, the assessments conducted, skills, behaviors and functions, goals and programs, the behavior and crisis plan, caregiver goals, recommended hours and coordination of care. A progress report adds progress and continued need; a discharge summary records the discharge reason, status at discharge and the after-care plan.

Signing an assessment report also lets its sessions' charges move on from Charge Review.

Auto-filled sections and completeness#

Open Completeness and Content on an ABA report to see:

• Completeness: each section marked Complete, Needs input (required answers missing) or Needs review (content copied from an earlier document and not yet edited).
• Auto-filled sections, read-only tables built from the chart over the report period: instrument scores, assessment sessions (date, who the session was with, the observer, the location, codes, minutes and the session's note), preference results, behaviors and functions (with each functional analysis's condition means), goals and programs with the current short-term goal, and recommended services (hours and 15-minute units per week, units per authorization period, location and hours by weekday). Assessment and progress reports list each behavior's interventions in use during the period (antecedent strategies first, with their descriptions and dates) and add a block for each behavior reduction, replacement behavior and caregiver program: its operational definition (for behaviors also topography, functions, onset, offset, examples and non-examples), measure, baseline with its date and observations, status, long-term goal and each short-term goal with whether it is met or current, and a weekly graph from the baseline (or the report period start) through the period end. A discharge summary shows each program's outcome (In progress, Mastered or Discontinued), its last short-term goal and the targets mastered. To change one, fix the source record.

To change the goals and programs while you write a draft, click Edit Plan in the Treatment plan section. The learner's plan opens on top of the report; what you save goes to the plan, and the report's goals and programs refill from it when you close the plan.

When you close the plan, Fill from Plan opens next (you can also open it on its own from the same section). It shows what the plan says, written out, for each report field it can fill:

Check the fields to fill and click Fill Report. Empty fields are checked to start with. Each chosen field gets the plan's text below anything it already holds; turn on Replace what the fields hold to overwrite instead. You can still edit every field afterwards.

Signing freezes these sections into the document and its PDF. A section with a graph has Enlarge and Export buttons beside its title: Enlarge shows the graph over the whole screen and Export saves it as a PDF or PNG image, drawn the way the report shows it.

Assessments conducted#

Click Assessments Conducted on a draft ABA report to list the assessments you ran. Each one becomes its own section of the report, in the order you set, with an optional written summary under it:

Direct observation and function ratings can show as a Table or a Graph (bars). A new assessment report starts with the first four plus each instrument scored in its period; remove or reorder them as you need. A report with no assessments listed shows the instrument scores table instead.

Graphs#

A new ABA report starts with one graph per active behavior (its program total), one per caregiver program and one per skill target, over the report period, drawn the way each program's graph was saved (its group by, chart, title, y axis, marks and trend line). Click Edit Graphs on a draft report to change them or add more: a program and target, a date range, a caption, and a Group by (daily, weekly or monthly) and Display (line or bar) that stay on Saved unless you pick one for this report. Two options narrow what a graph draws:

• Data: Ongoing data draws everything in the range; Assessment observations draws only baseline data and data taken in assessment sessions. An assessment report's default graphs use assessment observations. Add both for one target to show them side by side.
• Setting: only sessions held at home, school, the clinic, in the community or by telehealth.

Click Reset to Defaults to remove the graphs you added or changed and draw the defaults again from the learner's current programs. Graphs are drawn into the report as of the signing time, so a later print shows the same graph.

Reassessments#

On a signed ABA report, click Start Reassessment to begin the next report from it. Choose an assessment report (and the new assessment it writes up) or a progress report, and the report date. The new draft brings across:

• The written sections, marked Needs review until you edit them. Dates and the report period start fresh.
• The graphs you added, moved onto the new period, beside fresh default graphs.
• The assessments conducted and their summaries.

Completeness and Content then shows a data review: for each auto-filled table, the rows added or gone since the earlier report. Click Accept on each once you have reviewed it. If the source records change again, the section asks for review again.

Drafting sections with AI#

On a draft ABA report, each long text section has an AI button in its toolbar. Draft writes that section from the learner's plan and the data the report's auto-filled tables show, plus what you already wrote in the other sections. Names are never sent, and the assistant does not suggest treatment changes on its own. The draft lands in the section, and the section stays a labeled draft until you edit it and click I Reviewed the Draft. Signing waits until every drafted section is confirmed.

Report signers#

A progress report starts with your clinic's default signers from ABA settings. On a draft ABA report, click Signers in the row's actions to add or remove providers. Once the author signs, each signer gets the report in Pending my signature and signs it there; the author is never asked twice.

The Monthly reports in progress dashboard widget lists progress reports still in draft, in caregiver review, or signed by the author and waiting for a signer, and monthly summaries in draft or waiting for a co-signer, for the learners you can see. Click a report's name to open the learner's reports or monthly summaries.

Records reviewed and coordination of care#

On a draft assessment or progress report, click Records and Coordination in the row's actions:

• Records reviewed: the records and instruments you reviewed. A new report starts with the list in ABA settings; add, remove or reorder them for this report.
• Coordination of care: for the prescriber, the primary care provider and any other behavioral health provider, pick Coordinated, Declined by the family or Not applicable, with optional notes. A provider left on Not answered prints that way.

Both print as their own sections, and signing freezes them with the report.

Permissions#

Starting an assessment report or a reassessment, editing graphs, assessments conducted and signers, and accepting data review changes need ABA plan: Author.