Authorization Alerts
Real-time validation checks available units and date ranges when creating events. If scheduled + billed + new event exceeds authorization, you get a clear warning, giving you visibility before potential billing issues arise.
Smart Scheduling, Real-Time Alerts
ABA Scheduling Software That Protects Your Authorization
Catch authorization issues before they become billing headaches. VGPM's calendar alerts you in real-time when events fall outside date ranges or exceed allowed units, tracks supervision relationships automatically, and gives you full visibility into authorization status at scheduling time.
4
Calendar Views
Month, Week, Day, and 4-Day views to match every workflow
Real-Time
Auth Alerts
Instant warnings when sessions approach authorization limits
0
Double-Bookings
Smart conflict detection catches overlaps before they happen
Key Features
Scheduling Intelligence That Protects
Every appointment flows through authorization validation, ensuring you never schedule services you can't bill. Built for the realities of ABA practice management.
4 Calendar Views
Switch between Month, Week, Day, and 4-Day views to match your workflow. Month for planning, Week for coordination, Day for execution, 4-Day for focused scheduling.
Recurring Patterns
Set up weekly therapy schedules once and generate months of sessions automatically. Daily, Weekly, or Monthly patterns with intelligent instance management.
Supervision Relationships
Link BCBA supervision events directly to RBT therapy sessions. Track supervision coverage, maintain compliance ratios, and generate paired claims automatically.
Multi-Location Support
Track services across Office, Home, School, or Telehealth locations. Automatic place-of-service code mapping for accurate claims. GEO tagging for home-based proof of presence.
Smart Conflict Prevention
Automatic detection of double-bookings, provider conflicts, and scheduling overlaps. Catch problems before they become payroll and billing nightmares.
Industry Context
Why ABA Scheduling Is Uniquely Complex
ABA scheduling isn't just a calendar. Every session carries compliance requirements, authorization limits, and supervision rules that generic scheduling tools weren't built to handle.
Authorization Unit Tracking
Every scheduled session consumes authorization units. Over-schedule and you bill without coverage. Under-schedule and clients miss approved hours. VGPM tracks unit consumption in real time as sessions are scheduled.
Supervision Ratio Compliance
BCBAs must supervise RBTs at payer-mandated ratios. Scheduling supervision sessions requires visibility into each RBT's caseload, session frequency, and the BCBA's availability across locations.
Multi-Location Provider Routing
Providers travel between homes, clinics, and schools. Scheduling must account for drive time, location-specific availability, and client site preferences without creating gaps or overlaps.
Recurring Pattern Exceptions
ABA therapy requires consistent schedules for clinical effectiveness, but real life creates constant exceptions. Holidays, client cancellations, provider PTO, and school schedules must propagate without breaking the recurring structure.
Session Length Variability
Sessions range from 1-hour supervision check-ins to 6-hour intensive therapy blocks. Calendar tools built for 30/60-minute meetings can't handle the variable durations, and mis-sized time blocks cascade into conflicts.
Event Types
8 Event Types for Complete Coverage
From billable therapy sessions to PTO tracking, every appointment type has distinct rules, validation, and automation built in.
Billable Events
Therapy
Billable
Direct ABA therapy delivered by BCBAs or RBTs. Consumes authorization units, generates claims.
Claim ItemsSession NotesAuth Deduction
Evaluation
Billable
Initial assessments, FBAs, VB-MAPP, reassessments. Typically longer sessions for documentation.
Claim ItemsSession NotesPlan of Care
Supervision
Billable
BCBA oversight of RBT therapy. Links to therapy events for compliance tracking.
Claim ItemsSession NotesCoverage Tracking
Non-Billable Events
PTO
Non-Billable
Paid time off: vacation, sick days, personal time. Blocks schedule, creates paid timesheet entries.
Timesheet (Paid)
UTO
Non-Billable
Unpaid time off: extended leave, FMLA. Blocks schedule, creates unpaid timesheet entries.
Timesheet (Unpaid)
Meeting
Non-Billable
Team meetings, parent meetings, case consultations. Appears on all attendees' calendars.
TimesheetMulti-Calendar
Admin
Non-Billable
Training, documentation time, administrative tasks. Tracks non-client-facing work.
Timesheet
Info
Non-Billable
Calendar reminders, announcements, office closures. Informational only, no timesheets.
Calendar Only
Recurring Patterns
Set Once, Schedule Months
Stop manually creating 40+ individual sessions. Define a pattern once and let VGPM generate all the instances automatically.
Daily (Weekdays)
Events created every weekday, Monday through Friday. Automatically skips weekends.
Best for: Staff huddles, daily documentation blocks
Example
Morning admin time every weekday at 8:30am
Weekly
Events created on specific days of the week. Select one or multiple days.
Best for: Client therapy schedules, regular supervision
Example
Therapy every Monday, Wednesday, Friday at 2pm
Monthly
Events created on specific week + day combinations each month.
Best for: Monthly reviews, billing meetings, retrospectives
Example
Team meeting on the first Tuesday of every month
Locked vs. Unlocked Instances
Edit a specific instance and it becomes "locked"—protected from future template changes. Update the recurring template, and all unlocked future instances change automatically. Past sessions and customized instances stay exactly as you documented them.
Edit the template once—all unlocked future instances update automatically. Perfect for schedule-wide time changes or provider reassignments.
Smart Authorization Alerts
Authorization Validation That Protects Margins
Real-time validation alerts you when scheduling services outside authorization date ranges or beyond unit limits. Catch potential billing issues before they happen.
1Attempt6-hour session
2Authorized80 units/month
3Current60 scheduled + 10 billed
4New Event24 units
5Total: 94 > 80WARNING
Real-Time Validation
Every billable event is checked against authorization limits and date ranges at scheduling time.
Unit Tracking
See authorized, scheduled, and billed units at a glance for each client.
Automatic Recrediting
Cancelled or deleted sessions return units immediately. No manual adjustments.
Multi-Code Support
Authorizations can cover multiple billing codes. System validates the specific code.
Proactive Authorization Alerts
Schedulers receive clear warnings when events fall outside authorization date ranges or would exceed unit limits—giving your team the visibility they need to avoid billing surprises and protect practice margins.
View Modes
4 Ways to See Your Schedule
Switch perspectives instantly. Month view for big-picture planning, Day view for precise execution, Week view for team coordination.
Month View
Best for: Long-term planning, identifying gaps
Full month grid showing all events. Color-coded by type with "+X more" indicators for busy days.
Capacity overviewPattern identificationPTO visibility
Week View
Best for: Weekly coordination, conflict detection
7-day view with hourly breakdown. See provider schedules side-by-side for team coordination.
Hourly timelineFull event detailsMulti-day comparison
Day View
Best for: Day-of execution, precise timing
Single day with 15-minute increments. Current time indicator keeps you on track throughout the day.
15-minute precisionReal-time indicatorTravel time visibility
4-Day View
Best for: Focused planning, end-of-week review
4 consecutive days with detailed view. Balance between daily detail and weekly context.
Focused timelineMore detail than weekRolling window
Real-World Scenarios
How Smart Scheduling Saves Revenue
These aren't hypotheticals. These are the exact situations that cost ABA practices real money every week when scheduling is done manually.
Prevented: missed session and confused family
The Double-Book Catch
1
Scheduling
Office manager adds a new client's intake evaluation for Tuesday at 2pm
2
Conflict Detected
VGPM flags: provider already has a therapy session at that time at a different location
3
Resolution
Alert shows the conflicting session details and location
4
One Click Fix
Manager picks next available slot from the suggestion list
Avoided a missed session, a confused family, and a billing gap. No phone calls needed.
Prevented: 2 weeks of sessions exceeding approved units
The Authorization Overrun Alert
1
Schedule Build
BCBA creates recurring 4-hour sessions, 3x/week for 8 weeks
2
Unit Calculation
VGPM calculates: 12 units/week x 8 weeks = 96 units needed
3
Limit Check
Client has 120 authorized units remaining, but 24 are already scheduled
4
Alert
Warning: weeks 7-8 would exceed authorization by 12 units
BCBA adjusts the schedule and initiates re-authorization 6 weeks early instead of discovering the gap after sessions are delivered.
Supervision Relationships
Link Supervision to Therapy Sessions
BCBA supervision events link directly to RBT therapy sessions, maintaining compliance relationships while keeping billing separate. Both events generate their own claims.
Coverage Tracking
See which RBT sessions have supervision and which don't
Compliance Ratios
Monitor BACB 5% supervision requirements automatically
Paired Documentation
Both complete session notes, both generate claim items
RBT Therapy
John (RBT)
10am - 12pm
Code: 97153
BCBA Supervision
Maria (BCBA)
10am - 11am
Code: 97155
2 separate claim items, linked for compliance
Request Workflow
Time-Off Without the Email Chaos
Employees request PTO, UTO, admin time, or supervisor meetings directly in VGPM. Automatic routing, automatic approval tasks, automatic calendar and timesheet creation.
1
Employee Requests
Submit PTO, UTO, Admin, or Meeting request with dates and reason
2
Auto-Routing
System finds the right approver based on supervisor hierarchy
3
Approver Reviews
Task appears in approver's list with approve/deny options
4
Auto-Creation
Approved requests create calendar events and timesheet entries
No more PTO email threads. No more manual calendar updates. No more forgetting to add approved time to timesheets. Request, approve, done.
The Transformation
The Scheduling Nightmare, Over
Without VGPM
With VGPM
Spreadsheet calendars shared via email, always one version behind
Unified calendar dashboard with real-time updates for every provider
Manually checking authorization limits before each session
Automatic alerts when sessions approach auth limits
Phone calls and texts to coordinate schedule changes
In-app request workflow with auto-routing and approval
Guessing supervision ratios from memory or tally marks
Linked supervision tracking with compliance visibility
Finding out about conflicts after families arrive
Smart conflict detection before sessions are confirmed
Need help managing the billing side too? VG Soft Co's Revenue Cycle Management service handles claims, denial management, and payer follow-ups so your team can focus on scheduling care, not chasing payments.
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 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.
See VGPM in Action!
Watch our short demo to see how VGPM's scheduling protects your practice from authorization overages and billing headaches. It's the easiest way to see if VGPM is right for your team.