Powering 250,000 unique experiences (and counting)
Simplify how you schedule, manage, and adjust therapy sessions with our
powerful ABA scheduling software.
Keep your calendar full with automated appointment scheduling.
LeadSquared auto-generates schedules for recurring sessions and new client appointments based on your set rules. Need to make changes? Use the drag-and-drop interface to adjust sessions manually or quickly reschedule cancelled appointments with one click with real-time availability suggestions.
Automatically assign the right therapist to each client.
LeadSquared matches clients with therapists based on availability, certifications, location, and other custom criteria. You can set filters like specialization or language preferences, while built-in checks ensure no overlaps or double bookings.
Keep your schedules full and your clients moving forward.
Maintain a real-time waitlist and automatically alert clients when openings come up. Use intelligent suggestions to quickly fill canceled slots without manual searching. You can also prioritize waitlisted clients based on criteria like urgency, availability, or care plans.
Keep schedules on track with automated alerts.
Send timely text messages, emails, or in-app reminders to parents and therapists so no one misses a session. Customize how often reminders are sent and tailor messages to match your clinic’s tone. You can also track confirmations to stay ahead of last-minute cancellations and reduce no-shows.
Use our ABA scheduling software to bring therapists, caregivers, and staff onto the same
page, no matter where or how sessions happen.
Let parents and therapists manage their schedules with ease.
Parents and caregivers can view upcoming sessions easily through secure, self-serve portals reducing back-and-forth. Therapists can check their schedules, confirm appointments, and make adjustments as needed. With permission-based controls, you can also decide who can reschedule the appointments.
Get complete visibility across all your schedules.
View individual, group, or team calendars in real time without switching between tools. Sync sessions seamlessly with Google Calendar, Outlook, or mobile devices for easy access on the go. Use tags to quickly identify sessions by therapist, location, or appointment status.
Easily manage your therapy sessions wherever they may happen.
Schedule appointments across multiple clinic branches, in-home visits, or remote sessions with ease. Add location tags, set travel buffer times for therapists, and keep operations running smoothly. Telehealth sessions follow dedicated rules, so virtual care stays organized and compliant.
Coordinate group therapy and supervision with ease.
Schedule group sessions involving multiple clients and therapists, all in one view. Assign supervisors for BCBA or RBT observations with the right visibility and access. Set session caps, manage therapist-to-client ratios, and apply overlap rules to stay compliant and organized.
Maintain full oversight of your schedules and sensitive data with built-in access controls,
permissions, and compliance tools.
Set clear permissions for who can view, create, or edit schedules – be it admin staff, therapists, or caregivers. Customize access levels based on roles to protect sensitive information and prevent unwanted changes. Use audit logs to track every update and maintain full compliance with healthcare regulations.
Stay audit-ready with accurate, secure records.
Every session can be time-stamped and logged to support audits, insurance claims, and internal reviews. Documentation ties directly into your progress tracking and billing workflows for complete visibility. With HIPAA-compliant design and role-based access, your data stays secure and accessible to only the right people.
“LeadSquared’s implementation has transformed our operations completely, surpassing all other platforms we’ve used at Tandem.”
Turn scheduling data into actionable insights.
Track key metrics like session attendance, cancellations, therapist utilization, and appointment trends with our ABA Scheduling software. Use customizable reports to monitor clinic performance, spot scheduling gaps, and make data-backed decisions. With real-time dashboards, you can stay proactive, not reactive.
How does ABA scheduling software reduce manual workload and prevent task errors?
ABA scheduling software automates repetitive tasks like session creation, therapist assignments, and rescheduling. It uses built-in rules, and conflict checks to prevent double bookings, missed sessions, or scheduling overlaps which saves your staff time and cuts down on human error.
Can ABA scheduling software let therapists and parents access session schedules directly?
Yes. Most ABA scheduling platforms include secure, self-serve portals or mobile apps where therapists and caregivers can view, confirm, or adjust appointments based on role-based permissions.
How flexible is ABA scheduling software across session types (like in-clinic, telehealth, or in-home visits)?
ABA scheduling software is built to handle various session types, including clinic-based, in-home, and telehealth appointments. You can tag locations, add travel buffer times, and apply custom rules for each session type, making it easy to manage hybrid therapy models.
How does an ABA scheduling system handle cancellations and automatically manage waitlists?
When a session is canceled, the ABA scheduling system can instantly suggest available time slots to fill the gap. Waitlisted clients can be auto-notified when an opening appears, helping you maintain high session utilization and reduce lost hours.
Are reminder messages within ABA scheduling software customizable and effective at reducing no-shows?
Yes. You can automate text messages, email, or app-based reminders and customize their timing and content. These reminders improve attendance by keeping families and staff informed well in advance of sessions.
How to automate communication for reauthorization reminders for ABA clients?
Reauthorizations are a constant part of ABA therapy because insurance approvals usually cover only a set number of hours or a fixed time period. Missing a reauthorization window can disrupt services for families and cause billing delays for the clinic. Automating reminders makes the process more reliable and less dependent on staff remembering every deadline.
The first step is tracking the right fields in your ABA practice management system. For each patient, capture details such as authorization start date, end date, total approved hours, and hours used. With this data in place, you can build rules that trigger reminders before the authorization expires or when usage reaches a certain threshold.
Automated reminders can be set up for both staff and families:
In LeadSquared, you can configure this flow by storing authorization dates in patient records, then creating automation rules around those fields. For example:
Dashboards can give leadership visibility into reauthorization activity, showing how many patients are approaching expiration, how many have already submitted requests, and where delays are happening.
By automating reauthorization reminders, clinics can reduce service interruptions, improve compliance with payer requirements, and ease the administrative burden on staff—while giving families confidence that their child’s therapy will continue without unnecessary breaks.
How does ABA scheduling software match therapists to clients using internal rules?
Therapist-client matching is based on configurable parameters like certification, specialization, language, availability, and location. The system cross-checks these attributes to assign the best-suited therapist for each client, avoiding conflicts or overbooking.
Is ABA scheduling software scalable for multi-location clinics or therapy branches?
Absolutely. Most platforms like LeadSquared support multi-location scheduling, letting you manage different branches, therapist teams, and in-home regions from a centralized system. You can also assign location tags and segment calendars by site.
How does ABA scheduling software support healthcare regulatory needs?
ABA scheduling software maintains time-stamped logs for each session, tracks changes made to schedules, and controls data access based on user roles. This ensures you’re prepared for audits and helps you stay compliant with HIPAA and insurance documentation standards.
Can ABA scheduling software generate reports and analytics to track clinic performance and scheduling trends?
Yes. You can access dashboards and customizable reports that show key metrics like therapist utilization, session attendance, cancellations, and waitlist conversions—helping you make data-backed operational decisions.
How do calendar integrations and multi-device support work within ABA scheduling software?
ABA scheduling platforms typically integrate with tools like Google Calendar and Outlook, and are accessible via desktop, tablet, or mobile. This allows real-time sync across devices so therapists and staff can stay updated wherever they are.
How to hold ABA staff accountable for intake workflow progress?
In ABA clinics, the intake process often involves several handoffs between team members — from the first call to insurance verification, paperwork collection, scheduling assessments, and finally starting services. Without accountability, tasks can stall, and families may face delays. A clear system helps ensure every step is completed on time and nothing gets overlooked.
1. Define responsibilities clearly
Start by mapping out your intake workflow and assigning each step to a role or team, not just “anyone available.” For example:
Intake coordinator: responds to new inquiries and logs patient details.
Insurance specialist: verifies coverage and collects authorizations.
Clinical staff: completes assessments and reports.
When everyone knows exactly what they’re responsible for, it’s easier to track accountability.
2. Use task assignments and deadlines
In your ABA CRM or practice management system, create tasks tied to each workflow step. Assign them to specific staff members with due dates, and make them visible on dashboards. Automated reminders can notify staff when deadlines are approaching or when a task is overdue.
3. Track progress with dashboards
Dashboards give managers a quick view of where patients are in the intake funnel and which staff are moving tasks forward. You can track:
How long each stage is taking.
Which tasks are overdue.
Average time from referral to service start.
Adding filters for location, payer, or staff member helps spot bottlenecks or training needs.
4. Create escalation paths
If a task stalls, it should not sit unnoticed. Set rules so overdue tasks escalate — for example, notify a supervisor after 24 hours or reassign the task to another staff member if it remains incomplete.
5. Review performance regularly
Hold weekly or monthly reviews where intake metrics are discussed. Highlight successes, address delays, and look for patterns. This keeps staff aware that progress is measured and creates opportunities for coaching.
6. Automate accountability where possible
Automation reduces reliance on memory or manual tracking. For instance, when insurance is verified, the system can automatically create the next task (such as scheduling an assessment) and assign it to the right staff member. Each handoff is logged, so managers can see exactly where a patient’s intake is waiting.
Where LeadSquared can help
LeadSquared supports intake accountability by centralizing tasks, tracking due dates, and giving managers real-time dashboards. Automations ensure the next step is always triggered, and overdue alerts prevent bottlenecks from going unnoticed. With all communication and actions logged in one place, it’s clear who is responsible for each step and whether progress is on track.
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