VGPM 1.84 continues our mission to Protect Your Purpose by making sure every client has a qualified supervisor on record, even as your team changes, and by showing you which sessions are paid but not yet documented before payroll goes out. This release rebuilds how supervisors and team members are chosen and handed off, adds an Incomplete Notes count to the payroll report, puts due and past-due counts on the Tasks menu, and lets staff type times the way they naturally write them.
Supervisor Assignments That Stay Valid When Your Team Changes
Every ABA client needs a qualified supervisor for each service they receive, and every supervisor assignment is something a payer can ask about. Until now, the rules for who could be picked lived separately in each screen, and they did not agree. The client profile, the employee profile, and the deactivation dialog each applied their own filter, so a qualified clinician could be missing from one list while someone without the right qualification appeared in another.
The hardest moment was a departure. When a BCBA who supervised clients across ABA and OT left, VGPM asked for one replacement to take over everything, and only offered admins in the same primary office. Often no single person was qualified for all of it.
VGPM now uses one set of eligibility rules everywhere a supervisor or team member is chosen, and checks the same rules every time an assignment is saved.
What's Included
- One rule set, every screen: client profile, add client, employee profile, add user, and the deactivation dialog all offer the same eligible staff, based on active status, a shared office, the service-level qualification, and (for client supervisors) the supervise permission
- Hand-offs by service level: when someone who supervises is deactivated or marked departing, you pick one replacement for the employees they supervise and one per service level for their clients, each from its own list of qualified staff, with the affected clients shown next to each pick
- No silent gaps: if nobody on your team qualifies for a service level, VGPM stops the status change and names that service level, instead of assigning someone who does not fit
- Promotions without workarounds: a team member who meets supervisor criteria can be moved straight into the supervisor slot for that service level
- Changes that would break supervision are caught: editing an employee's role, service levels, or offices in a way that would leave their current assignments invalid is blocked with an explanation, so a client never ends up with a supervisor on record who no longer qualifies
- Departing staff stay off new assignments: employees marked departing are no longer offered on client screens
Why This Matters
A client whose supervisor quietly stopped qualifying is an audit finding waiting to happen, and a departure handled in a rush is where it usually starts. For the clinical director covering a BCBA's exit on a Friday afternoon, this turns "who can possibly take all of these clients?" into a short list of qualified people per service level. For the practice owner, it means the supervision on record matches the credentials behind it, which is exactly what payers check when they compare documentation to claims.
See Unsubmitted Session Notes on the Payroll Report
The payroll report told you how many hours each employee worked, but nothing about whether those sessions were documented. One of your ABA session notes still sitting in draft is a session you pay for but cannot bill yet, and late notes are a common cause of denials, audits, and recoupments.
The payroll report now includes an Incomplete Notes column: for each employee, the number of session notes from the selected period that are still drafts.
What's Included
- Counts only notes the employee is responsible for filling out, so a shared session counts once, against the right person
- Notes that are submitted and only waiting on signatures do not count
- Follows the report's existing date range and office filters, so it covers the same period you are paying
- Counts above zero stand out at a glance; zero stays quiet
- Included as the last column of the CSV export, so existing spreadsheets and imports keep their column positions
- Visibility only: hour totals and the payroll run itself are unchanged
Why This Matters
Payroll day is the last natural checkpoint before an unbilled session becomes a timely-filing problem. For the office manager approving hours, a nonzero count is a name and a number to follow up on before pay goes out, not a surprise in next month's aging report. Learn more: ABA Reporting and Analytics
If chasing documentation and working claims is more than your team has room for, VG Soft Co's ABA revenue cycle management service handles billing inside VGPM, with every claim visible to you in real time.
Also in This Release
Due and Past-Due Counts on the Tasks Menu
The Tasks item in the menu now shows two counts, like Messages does: tasks that are due and tasks that are past due, with past due styled as the more urgent one. Counts appear only when they are above zero, update automatically without a page reload, and work for staff and guardians alike. The past-due number always matches the rows highlighted on the Tasks page.
Type Times the Way You Write Them
Time fields across scheduling, claims, and data entry now accept 14:00, 2pm, 2p, 230pm, and 0900, in addition to the familiar 9:00 AM. If you leave off AM or PM, VGPM fills in the most likely clinic time, and the entry tidies itself to the standard format when you move to the next field. Clearly invalid entries get a helpful message instead of a guess. It is a small change to one of the most repeated tasks in ABA scheduling, and it adds up over hundreds of entries a day.
VGPM 1.84 also includes performance improvements and bug fixes to enhance platform stability and reliability.
VGPM is the all-in-one ABA practice management platform built for streamlined operations: billing-optimized, automation-first, and simple enough for teams to learn in hours, at a flat $50 per staff per month. This release protects the two things that make every session billable: a qualified supervisor on record and a submitted note behind every paid hour.
