Document Uploads and File Management

PracticeABA's file management system is accessible from the Documents tab on each client's profile. To upload a file, click the "Upload" button and select one or more files from your device. The system accepts common file formats including PDF, Word documents, images, and spreadsheets. You can also drag and drop files directly into the upload area for a faster workflow.

During the upload process, you are prompted to categorize each file by selecting a document type from a dropdown list. Common document types include Assessment Report, Medical Record, Consent Form, IEP/School Record, Insurance Document, and Correspondence. Categorizing files at upload time makes them much easier to find later. You can also add a description and tags to provide additional context.

For bulk uploads, such as when onboarding a new client and uploading their entire intake packet, you can select multiple files at once and assign the same document type and tags to all of them. The system processes uploads in the background, so you can continue working while large files are being stored. A notification confirms when all uploads are complete.

PracticeABA provides a folder structure within each client's document storage that you can customize to match your organization's filing system. Default folders include Intake Documents, Assessment Reports, Treatment Plans, Insurance and Authorizations, and Correspondence. You can create additional folders, rename existing ones, and nest subfolders for more granular organization.

Tags provide a flexible secondary organization layer that works across folders. A single document can have multiple tags, making it findable through different search paths. For example, an assessment report might be tagged with "Initial Assessment," "VB-MAPP," and "2025." Tags are defined at the organization level, so all users work with a consistent set of tags, reducing the chaos that comes from everyone inventing their own labeling system.

The Documents tab includes a sidebar that lets you browse by folder or by tag, and a search bar that searches across file names, descriptions, tags, and even the text content of uploaded PDFs. This full-text search capability means you can find a specific document even if you do not remember exactly where it was filed or what it was named.

Not every team member should have access to every document. PracticeABA's file permissions let you control who can view, upload, and delete documents for each client. By default, access follows the same role-based permissions used throughout the platform: administrators and the assigned BCBA can see all documents, RBTs can see documents tagged as relevant to their role, and parents can see documents shared with them through the parent portal.

For sensitive documents such as psychiatric evaluations, legal records, or internal correspondence, you can restrict access to specific individuals or roles. Mark a document as "Restricted" during or after upload, and then define which users or roles can access it. Restricted documents are hidden from users who do not have explicit permission, and they do not appear in search results for unauthorized users.

The audit log tracks every file access event, including who viewed, downloaded, uploaded, or deleted a document and when. This is important for HIPAA compliance and for responding to any questions about who has seen a particular document. Administrators can review the file access log from the Documents tab or from the organization-wide audit report.

When you need to share a document with an external party such as a school, a referring physician, or an insurance company, PracticeABA offers secure sharing options. You can download a file to your device and share it through your preferred channel, or you can generate a time-limited secure link that allows the recipient to view or download the document without needing a PracticeABA account.

Secure links expire after a configurable period, typically 7 days, and can be revoked at any time. Each link access is logged in the audit trail, giving you a record of when the document was accessed and from what location. This is particularly useful when sharing documents with insurance companies, as you have documentation that the records were provided.

For parents, documents can be shared through the parent portal. Shared documents appear in the parent's portal dashboard, where they can view and download them. This is a convenient way to share assessment reports, treatment plan summaries, and progress updates with families without relying on email attachments that may not be HIPAA-compliant.