Setting Up Your Clinic Profile

The Organization Settings page is where you configure the foundational details of your ABA practice within PracticeABA. To access this page, navigate to Settings in the sidebar and select Organization. Only users with Admin or Owner roles can modify these settings, though other roles can view them.

The organization profile includes your practice name, legal entity name, NPI number, tax identification number, and contact information. These details are used throughout the platform in billing claims, official documents, and correspondence. It is important to enter this information accurately, as errors in your NPI or tax ID can lead to claim rejections from insurance payers.

You can also upload your clinic's logo, which will appear on printed documents, session note PDFs, and the caregiver portal. The logo should be a clear, high-resolution image in PNG or JPG format. If your organization operates under multiple DBAs or has different branding for different locations, you can set location-specific details in the Locations section.

Most ABA practices provide services at multiple locations, including clinic facilities, client homes, schools, and via telehealth. PracticeABA allows you to define each service location so that appointments, staff assignments, and billing can be properly associated with the correct site.

To add a new location, go to Settings, then Locations, and click Add Location. For each location, you will enter a name (such as 'Main Clinic' or 'North Campus'), the full address, phone number, and the place of service code used for billing. Common place of service codes for ABA include 02 for telehealth, 11 for office/clinic, 12 for home, and 03 for school. Selecting the correct code is essential for accurate insurance billing.

Each location can have its own set of business hours, which PracticeABA uses when checking scheduling availability. For example, your main clinic may operate from 8 AM to 6 PM on weekdays, while home-based services might be available from 7 AM to 7 PM to accommodate family schedules. Telehealth locations can have extended hours since there are no physical facility constraints.

You can also designate locations as active or inactive. If you close a facility or stop serving a particular area, marking the location as inactive will prevent new appointments from being scheduled there while preserving historical records associated with that location.

Business hours in PracticeABA serve two important purposes. First, they define the default availability window for scheduling appointments at each location. Second, they help the platform identify appointments scheduled outside of normal operating hours, which may require special attention or approval.

To configure business hours, navigate to each location's settings and set the opening and closing times for each day of the week. You can set different hours for different days, and you can mark specific days as closed. For example, you might set Monday through Thursday from 8 AM to 6 PM, Friday from 8 AM to 3 PM, and Saturday and Sunday as closed.

PracticeABA also supports a holiday calendar where you can define days that your clinic will be closed. Navigate to Settings, then Holidays, to add dates for observed holidays such as Thanksgiving, Christmas, New Year's Day, and any other days your practice does not operate. When a holiday is added, the system will flag any appointments scheduled on that day and can optionally block new appointments from being created. The holiday calendar applies organization-wide, but you can override it for specific locations if needed.

Within your clinic profile settings, you will also find options that affect billing and compliance workflows. Under the Billing Configuration section, you can set your default CPT codes for common ABA services, configure your primary clearinghouse connection, and define payment terms and fee schedules.

The default service codes you set here will pre-populate when staff create new appointments, reducing data entry and ensuring consistency. Common codes include 97153 for adaptive behavior treatment by a technician, 97155 for adaptive behavior treatment with protocol modification by a BCBA, and 97156 for family adaptive behavior treatment guidance. You can add modifier codes and set default units for each service type.

Under Compliance Settings, you can configure supervision ratio requirements, note completion deadlines, and credential expiration alerts. For example, you can set the system to require that all session notes be signed within 24 hours of the session, or that BCBA supervision must meet a minimum percentage of direct service hours. These settings create automated alerts and reports that help your practice maintain compliance with state regulations, BACB requirements, and insurance payer policies.