Auto Phase Change
Goals automatically progress through lifecycle stages (from Baseline to Active to Maintenance) based on your mastery criteria. No manual status updates needed.
Evidence-Based Data Collection
ABA Data Collection Software Built for Clinical Precision
Capture, track, and analyze therapy data with a system designed by clinicians. From trial-by-trial discrete data to session summaries, VGPM adapts to your workflow while automatically detecting mastery, tracking phase changes, and generating progress graphs ready for authorization renewals.
289
Pre-Built Goal Templates
Across 8 goal types, aligned with widely used ABA developmental frameworks
Auto
Mastery Detection
VGPM counts consecutive sessions and advances goals automatically when criteria are met
8
Goal Types Supported
From trial-by-trial DTT to duration, interval sampling, and task analysis, one tool for every measurement need
Key Features
Intelligent Data Collection Tools
Capture client progress efficiently with features designed to reduce administrative burden and let clinicians focus on what matters most—therapy.
Dual Charting Modes
Choose entry-based charting for trial-by-trial precision or event-based charting for efficient session summaries. Configure per goal based on clinical needs.
Smart Mastery Detection
VGPM tracks consecutive sessions meeting your criteria and alerts you when mastery is achieved. Set thresholds like "80% across 3 sessions" and let the system do the counting.
Goal Template Library
289 pre-built goal templates inspired by widely used ABA developmental frameworks, with standard wording and recommended mastery criteria. Start treatment planning in minutes, not hours.
Visual Progress Graphs
Advanced charting visualizations with phase change markers, goal lines, and trend analysis. Export charts for authorization renewals or parent reports.
AI-Powered Trend Lines
Automatic trend analysis identifies progress patterns and plateaus. Visual insights help clinicians make data-driven decisions with confidence.
Industry Context
Why ABA Data Collection Is Uniquely Hard
Clinical data in ABA is not one number in one format. It is seven measurement types, dozens of goals per client, phase changes tied to clinical decisions, and field conditions that make generic tools brittle. Understanding what makes this hard is the first step in picking the right ABA data collection software for your practice.
Many Measurement Types, One Workflow
ABA uses frequency, duration, latency, rate, trial-by-trial, ABC, interval sampling, and task analysis. A practice needs one tool that handles all of them without bolting together spreadsheets and side apps for the measurements the primary system does not support.
Mastery Detection Errors
Mastery requires counting consecutive sessions that meet thresholds. Counting by hand across dozens of clients and goals is where BCBAs lose hours and where clients get stuck on goals they have already mastered.
Phase-Change Documentation for Re-Authorization
Payers want visual evidence that interventions are working before they approve more units. Graphs must be export-ready, clearly marked with phase changes, and tied to the exact sessions the data came from.
Field-vs-Clinic UX Split
RBTs need single-tap capture during session, ideally on mobile. BCBAs need rich analysis views on desktop to make treatment decisions. One data model has to serve both without forcing either role into the wrong tool.
Defensible Goal Wording and Criteria
Payers scrutinize goal language for medical necessity. Goals need consistent wording, defensible mastery criteria, and terminology that matches widely used ABA frameworks. Rewriting goals from scratch for every new client is where treatment planning swallows entire afternoons.
Charting Precision
Choose Your Data Collection Strategy
Every practice has different needs. VGPM supports both trial-by-trial precision and session-summary efficiency—configure per goal based on clinical requirements.
Entry-Based Charting
Best for: DTT, research, intensive teaching
Creates a new timeline data point for every entry logged. Maximum granularity for within-session analysis.
Example
5 trial blocks during session = 5 separate data points
- Trial-by-trial precision
- Within-session patterns visible
- Research-grade documentation
- Most defensible for audits
Event-Based Charting
Best for: Session summaries, high-volume practices
Aggregates all entries from a session into one data point. Faster documentation with cleaner graphs.
Example
5 trial blocks during session = 1 data point (session average)
- Faster to document
- Less intrusive during therapy
- Cleaner progress graphs
- Easier for RBTs
Entry-based for learning new skills. Event-based for maintenance. BCBAs configure what's clinically appropriate for each goal.
Goal Lifecycle
From Assessment to Mastery
Every goal follows a clear path. VGPM tracks the journey and can automatically advance goals when mastery criteria are met.
NEW
BASELINE
ACTIVE
MAINTENANCE
MET
HOLD
DISCONTINUED
ARCHIVED
NEW
Goal written, not yet started
Created during treatment planning
BASELINE
Measuring starting point before teaching
Collect data without prompts or teaching
ACTIVE
Currently being taught with regular data collection
Teach skill and collect data each session
MAINTENANCE
Mastered skill, periodic retention checks
Probe weekly/monthly to verify retention
Automatic Status Advancement
When Auto Update Status is enabled, goals automatically advance from ACTIVE to MAINTENANCE when mastery criteria are met. No manual status changes required.
Automatic Mastery Detection
Data-Driven Goal Advancement
Set your mastery criteria once. VGPM tracks consecutive sessions meeting the threshold and advances goals automatically when ready.
Target Value
Performance threshold to meet (e.g., 80% accuracy)
Consecutive Sessions
How many sessions in a row must meet criteria (e.g., 3 consecutive)
Minimum Trials
Required trials per session for data to count (e.g., at least 10 trials)
Behavior Type
Acquisition (meet/exceed) or Reduction (stay below threshold)
Mastery Criteria:80% across 3 consecutive sessions
Session 1
75%
Session 2
82%
Count: 1
Session 3
78%
Session 4
85%
Count: 1
Session 5
84%
Count: 2
Session 6
88%
Count: 3
MASTERED!
Treatment Condition Markers
Phase Changes Tell the Story
When you modify interventions, mark it. Phase changes create visual separators on progress graphs for before/after analysis—critical for clinical decisions and authorization renewals.
Automatic Phase Changes
System automatically marks when goal status changes (BASELINE → ACTIVE, ACTIVE → MAINTENANCE). No clinician action required.
Manual Phase Changes
Add markers when intervention conditions change within the same status—prompt fading, setting changes, new materials, or reinforcement schedule modifications.
Prompt Fading
"Faded to gestural prompts"
See if reducing prompts affected accuracy
New Strategy
"Added token economy"
Evaluate if new intervention improved performance
Environment Change
"Natural setting teaching"
Check if skill generalized to new setting
Instructor Change
"New RBT assigned"
Note if performance changed with different therapist
Real-World Scenarios
How Automatic Data Collection Saves Clinical Hours
These are not hypotheticals. They are the moments where manual data collection costs real time, real revenue, and real client progress.
Prevented: weeks of teaching a goal the client already mastered
The Mastery Detection Catch
1
Data Coming In
RBT logs trial-by-trial data on a receptive language goal across 4 weeks
2
Threshold Met
Goal criteria set at 80% accuracy for 3 consecutive sessions
3
Auto Detection
VGPM counts the consecutive sessions and flags mastery during the third qualifying session
4
BCBA Notified
Alert appears in the BCBA dashboard, goal auto-advances to MAINTENANCE if auto phase change is on
The client moves on to new learning instead of spending weeks rehearsing a mastered skill. The BCBA did not need to comb through 30 sessions of data to catch it.
Prevented: rebuilding graphs in Excel the night before a payer deadline
The Re-Authorization Speedup
1
Payer Request
Insurer requires current progress graphs for 12 goals as part of the re-authorization packet
2
Phase Changes in Place
Every intervention change (prompt fading, new materials, setting changes) already has a phase-change marker from when it happened
3
Export
BCBA exports the progress charts per goal with phase-change lines and mastery badges already drawn
4
Submit
Packet goes to the payer with clinical evidence that shows what changed, when, and how the client responded
Re-authorization prep that used to take a full evening takes twenty minutes. The RCM team gets the packet early instead of the morning of the deadline.
Supported Goal Types
8 Goal Types for Complete Coverage
Whether you're tracking discrete trials, behavior frequency, or long-term maintenance, VGPM has the measurement type you need.
Yes/No
Best for: Milestone events
Track binary outcomes for tasks or behaviors that either occur or do not occur.
"Did client tolerate haircut without protest?"
Percent Independent
Best for: Multi-step routines
Measure the percentage of tasks or skills a client completes without any prompts.
"Complete morning routine independently"
Percent Correct
Best for: Discrete skill acquisition
Measures the percentage of correct responses out of total trials presented.
"Label 10 animals with 80% accuracy"
Task Analysis
Best for: Complex chains
Break down complex tasks into steps and track prompt level for each component.
"Handwashing: 8 steps, track I/VP/PP/FP"
Frequency
Best for: Behavior counts
Record how often a specific behavior occurs within a given time frame.
"Request items 5+ times per session"
Duration
Best for: Engagement goals
Measure the length of time a client engages in a specific behavior or task.
"10 minutes independent play"
Interval
Best for: Continuous behaviors
Track whether a behavior occurs during designated intervals using time-sampling.
"On-task 80% of intervals observed"
Long Term
Best for: Broad objectives
Monitor progress toward long-term goals over extended periods for skill development.
"Maintain skills across settings"
Goal Template Library
Pre-Built Goals Ready to Use
Stop writing goals from scratch. Our pre-populated template library includes pre-configured mastery criteria and standard wording used across the industry.
289Pre-Built Goal TemplatesBased on Widely Used ABA Frameworks
A
Rapport & Instructional Control
19 templates
- Responds to name
- Accepts physical contact
B
Visual Performance
27 templates
- Matches identical objects
- Completes puzzles
C
Receptive Language
57 templates
- Follows 1-step instructions
- Points to named objects
D
Motor Imitation
27 templates
- Imitates gross motor actions
- Imitates with objects
E
Echoics (Vocal Imitation)
20 templates
- Imitates single syllables
- Imitates two-word phrases
F
Mand (Requesting)
29 templates
- Requests preferred items
- Requests help
G
Tact (Labeling)
47 templates
- Labels objects
- Labels actions
- Labels emotions
H
Intraverbal
43 templates
- Answers "what" questions
- Completes fill-in sentences
Pre-Configured Criteria
Mastery criteria already set based on industry standards
Standard Wording
Consistent goal language for documentation and insurance
Save Hours Weekly
Treatment planning in 10 minutes instead of 30
The Transformation
Manual Data Collection, Retired
Without VGPM
With VGPM
Counting consecutive qualifying sessions by hand across dozens of goals
Automatic mastery detection with configurable thresholds per goal
Excel phase-change logs stored separately from the data they describe
Phase changes attached to the exact data points they affect, with export-ready graphs
Printing graphs out of one system, narratives out of another, stapling them for re-auth
Progress graphs export directly from the goal, ready for authorization packets
Guessing whether a goal is ready to advance based on memory and intuition
Real-time alerts when a goal hits mastery criteria, no guessing required
Rewriting goals from scratch for every new client, every re-authorization
289 pre-built goal templates with standard wording and recommended mastery criteria
Once the data is captured, someone still has to bill it. VG Soft Co's Revenue Cycle Management service takes the session data flowing out of VGPM and turns it into clean claims, handles denial follow-ups, and posts payments, so your clinical team can focus on sessions instead of spreadsheets.
What ABA Practices Are Saying
Using the AI session notes features is saving me hours a week when it comes to documentation. And it does a great job.
Our therapist used to be weeks behind on documentation. VGPM makes it so easy, they are now finishing by the end of the session.
The automated billing make billing easy enough that I don't need to hire someone to do it full time.
I've never had a software company actually build something I asked for before.
It's so nice that VGPM has everything built in, unlike our last software that just had a bunch of integrations.
The scheduling locks saved us from a nightmare. We had an RBT working under an expired authorization for two weeks before we caught it at our old software. That can't happen in VGPM.
I can finally see where every dollar is in the revenue cycle without pulling reports from three different systems. The claims page alone was worth switching.
Data collection is actually usable with one hand during a session. I used to dread graphing at the end of the day. Now it's already done by the time I walk out.
We switched from CentralReach and we migrated everything in under three weeks. There were a few hiccups with payer setups, but they resolved them fast.
Denials used to pile up and I had no idea which ones to chase first. VGPM makes it easy to prioritize and manage them. I'm actually caught up for once.
The flat $50 per staff pricing is what got me to look, but the authorization tracking is what sold me. We stopped losing money on sessions that shouldn't have been scheduled.
Parents love the client portal. They can see upcoming sessions, review session notes, and pay their invoices without calling us. It cut our front desk phone volume in half.
Frequently Asked Questions
Yes, VGPM supports both acquisition and reduction goals. For behavior reduction, you set a threshold the client must stay below (e.g., "fewer than 2 occurrences per hour for 5 consecutive sessions"). The system tracks consecutive sessions automatically and alerts you when criteria are met.
When auto phase change is enabled for a goal, VGPM automatically advances the goal through its lifecycle based on mastery criteria. For example, when a goal in ACTIVE status meets "80% accuracy across 3 consecutive sessions," it automatically moves to MAINTENANCE. This removes manual status updates and ensures consistent progress tracking.
Yes, you can add manual phase changes whenever intervention conditions change. Set a title (e.g., "Faded to gestural prompts"), description, and date. These create vertical markers on progress graphs, allowing you to compare data before and after the intervention change.
Yes, every individual entry is visible in the timeline entries list below the progress chart. Details include the date/time, calculated value, number of trials or occurrences, who logged the data, associated session, and any notes. You can also toggle visibility to hide outlier data from charts.
Entry-based charting creates a new data point for every entry logged, giving you trial-by-trial precision ideal for research or intensive teaching. Event-based charting aggregates all entries from a single session into one data point, which is faster for documentation and produces cleaner graphs. You configure this per goal based on clinical needs.
VGPM tracks consecutive sessions that meet your mastery criteria. When the specified number is reached (e.g., 3 consecutive sessions at 80%+), the system either automatically advances the goal to MAINTENANCE (if auto phase change is enabled) or alerts you to make the decision. You can always review the chart to verify stable performance before advancing.
Phase changes appear as vertical lines on the progress chart with labels showing what changed (e.g., "Faded to VP" or "Natural setting"). This visually separates data collected under different intervention conditions, making before/after comparisons clear for clinical analysis and authorization renewals.
Yes, with appropriate permissions you can edit entry values, change dates, update notes, or delete entries entirely. For data you want to exclude from graphs without deleting, use the "toggle visibility" feature to hide entries. All changes maintain an audit trail for compliance.
VGPM includes 289 pre-built goal templates inspired by widely used ABA developmental frameworks, organized into 8 categories: Rapport & Instructional Control, Visual Performance, Receptive Language, Motor Imitation, Echoics, Mand (Requesting), Tact (Labeling), and Intraverbal. Each template includes standard goal wording and recommended mastery criteria.
Long-term goals can use flexible mastery criteria with extended timeframes. For maintenance checking, you might set "90% accuracy on monthly probes for 3 consecutive months." The system tracks these over time and notifies you when maintenance criteria are met, confirming the skill is retained.
See VGPM in Action!
Watch our short demo to learn how VGPM helps ABA practices save time, stay organized, and get paid faster. It's the easiest way to see if VGPM is right for your team.