ABA Scheduling Software That Protects Your Authorization

Yes, VGPM provides real-time authorization alerts. When you create a billable event, VGPM calculates: already scheduled units + already billed units + new event units. If this exceeds the authorization limit or falls outside the authorization date range, you receive a clear warning. You can still proceed if needed, but you'll have full visibility into the potential billing impact before saving.

Recurring events generate individual instances that can be independently modified. If you edit a specific instance (like moving a Thursday session to Friday for a holiday), that instance becomes "locked" and won't change when you update the template. This lets you handle exceptions without disrupting the entire recurring pattern.

Yes, schedulers and administrators can view team calendars showing multiple providers side-by-side. This makes it easy to identify coverage gaps, prevent double-bookings, and coordinate complex schedules across your practice.

When a BCBA creates a supervision event, they link it to the RBT's therapy event. Both events exist independently on the calendar with their own billing codes (typically 97153 for therapy, 97155 for supervision). Each generates its own claim item when session notes are completed. The link maintains the compliance relationship while keeping billing separate.

Authorization units are automatically recredited when events are cancelled or deleted. If you cancel a 2-hour therapy session that was consuming 8 units, those 8 units immediately become available for rescheduling. No manual adjustment required.

Yes, employees can submit PTO, UTO, administrative time, or supervisor meeting requests through the Event Requesting workflow. Requests are automatically routed to the appropriate approver based on your organizational hierarchy. Once approved, calendar events and timesheet entries are created automatically.

Every cancellation requires a reason category (Organization, Provider, or Client initiated) plus a detailed description. This creates an audit trail for compliance and enables cancellation pattern reporting—helping you identify if specific clients have high cancellation rates or if certain providers frequently need coverage.

Billed events have restricted editing to maintain billing integrity. You can still change times, reassign providers, update attendees, and modify billing code modifiers. However, you cannot change the client, billing codes, or authorization. All restricted edits create an audit trail noting the change was made post-billing.

VGPM supports six standard locations with automatic place-of-service code mapping: Office (11), Home (12), School (03), Telehealth - Patient Home (10), Telehealth - Patient Not Home (02), and Other (99). Home-based services can include GEO tagging for proof of presence when required by payers.

Use the Recurring Event feature. Create a weekly recurring event, select the days of the week (e.g., Monday, Wednesday, Friday), set the time and duration, assign the provider, and specify the date range. VGPM will automatically generate all individual session instances. Each instance appears on the calendar and can be individually modified if needed.