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The Only Practice Management System You'll Ever Need · ABA Business Leaders

• speaker-0: Welcome to ABA Business Leaders brought to you by 3Pie Square, where we discuss topics on how to create and grow an ethical and sustainable ABA practice. speaker-1: Whether you're starting, scaling, or thinking about selling your business, we're here to share insights, stories, and strategies to help you on the journey. speaker-0: He owned a successful ABA practice for over 10 years. speaker-1: And now we help other ABA business owners do the same without all the chaos. speaker-0: around you're in the right place. speaker-1: Hello everyone, welcome to ABA Business Leaders Podcast, brought to you by Three Pi Squared. I'm April. And today with us we have Taylor Beagle. How are you, Taylor? speaker-0: Steven. speaker-2: I'm doing great. Happy to be here. speaker-1: Nice. So Taylor is a BCBA. He has 10 years of experience in the field. And ⁓ he's held every role from RBT all the way to clinical director. You've just like, you've experienced all the parts. ⁓ and now he serves as director of product experience at 3Pie Skyrd. and super cool. He bridges the clinical experience or the clinical expertise with a product innovation, collaborating closely with developers and clinicians to create tools that simplify life for parents and service providers while meeting the highest standards of effectiveness and usability. ⁓ Taylor is definitely passionate about improving therapy services, service delivery, and outcomes. ⁓ And he is dedicated to building products and experiences that empower both practitioners. And the family served. So, you know, listeners, let's just be real here. ⁓ I often talk about my journey as our our journey as parents, along with entrepreneurs and business owners and navigating all the parts and pieces. And ⁓ we've had lots of sleepless nights this summer as we ⁓ are working through ⁓ you know, the joys of parenting and helping our child to be able to sleep through the night. And so with that has come a lot of ⁓ sleepless nights. And also As we've alluded to you over the last month, ⁓ we have so much ⁓ growth happening here at 35 squared, and it's so exciting. But as I guarantee every single one of you listening can understand what it's like to be a business owner and experiencing growth as exciting as it is, it can be it can be tiring and tricky and it can leave you feeling with a mushy brain and not be able to come up with your words like like me today. ⁓ but I don't want that to overshadow how excited that we are to launch our new practice management software. We've been working with Taylor and his team and for months of building the working on this together. And so we're excited to be able to bring it to you. Yes. we s let's stop there for a minute and I would like for our listeners to be able to get to know Taylor and his experience because the really cool thing is that this practice management software is built by BCBAs. It's not a tech first company. Yeah. So Taylor, tell us a little bit more about yourself. speaker-2: Yeah yeah, sure. ⁓ well thank you for that wonderful introduction earlier. that's a a great little bit about me. I I started in the field about ten years ago, which is crazy. ⁓ but I I started as an RBT and within that first week I I I knew it was what I wanted to do. I loved it. I ⁓ I was signed up for a masters program that that week, started g accumulating my hours, and then ⁓ really ⁓ dove into that journey. And since then I I went from like an R B T to a trainer, a ⁓ B C B A, assistant director, clinical director. I've I just worked through all those roles, so I've I've really ⁓ been lucky enough to see what clinics are like and in home type stuff. ⁓ I I I've I've loved getting able to see what that's like from all the different roles. And during that time I had the pleasure of working with a few different softwares and there's there's some it's like, ⁓ I I like this, I don't like this, and All all that time and experience ⁓ has kind of led to where we are now with ⁓ the creation of a new practice management software. And I I I feel so lucky to be a part of that. especially because in addition to being super passionate about helping out in the in the field of ABA and loving that, I've always been a huge nerd. I've I've always loved tinkering with computers. really like I mean we don't need to talk about like video games, that's a part of nerdiness. but I I've always loved computers, I've always loved like graphs, charts. And so I I'm really glad that I've been able to kind of pivot and in a way to continue working in the field of ABA and helping out, but also getting to explore that speaker-0: And I I think like that is like so many B C D A's that I've talked to. I wish that they could just do this, I wish they could do that. And like with no no way to get those features added. ⁓ or, you know, if it could just do A B C then, you know, it'd make my life so much easier. So this being built from the bottom up by B C D A's, ⁓ actually using it in clinics, I think, is is ⁓ I mean it's a it's a testament to what you you've built, right? And I I ⁓ we've had opportunities to review the features. ⁓ they're amazing. And ⁓ so I I'm I'm very excited to be able to l ⁓ launch this, you know, soon. speaker-1: Well, it will be launched by the time people are listening to this. It will be live out in the speaker-0: You can keep on doing that, right? And and that's fine. I I'm gonna forget every time. speaker-1: So I mean we ⁓ we talk too. Like we talk about like ⁓ we're recording this at this month and this is gonna go out and that month. So we are recording this in August. Mm-hmm. ⁓ there again, another part of my scattered mom brain, ⁓ those of you who I mean, you know, whether you have your own children or you work with families who have children, you know how scattered and crazy the summer months can be. But ⁓ this when you guys are listening to this in real time as it comes out, this ⁓ this will be live and ⁓ you there are all the links in the show notes. and we're gonna go through a little sneak peek here in a few minutes. And ⁓ those of you who ⁓ are listening as you're driving to your client, you can ⁓ check that out on YouTube later so that you can actually see ⁓ what we're talking about. And speaker-0: There'll be a link to demo the system, right? speaker-1: You can set up a meeting with with Taylor and one of us and and we'll well Taylor will help because Taylor's the expert on this. So he will help ⁓ walk you through and answer any questions. ⁓ but I thought what we could do for today, first of all, though, is to talk about what you would look for in a practice management software. What are some key elements that could be really important to help you to be able to do your job? a little easier or to help you stay organized or keep track of all of the important details ⁓ that come along with with the world of a speaker-0: VA. And one thing that we will also be adding in this is our training system, right? So you're not just getting a practice management software. You will be getting the training system for all of your users as well. So that's the other component that ⁓ I think that we offer again. This training system has been built by B C D A. and and so I think we have a l ⁓ a good understanding of of training. So ⁓ I think that can help ⁓ bridge those gaps that like ⁓ a lot of ABA practices have. Where am I gonna do, you know, I hired this person, great, they're in my system, but now what do I do? How do how do I give them raises? How do I check competencies? How do you know so I I think that that is a component that speaker-1: Yeah, part of that is figuring out the baseline, right? So especially with techs, right? Well BCAs too, but I think we see it a lot with techs of depending on their experience, ⁓ you know, they come to us with a vr ⁓ variet of like variability in what how that how that ⁓ translates, right? And so you may have ⁓ fresh brand new techs with no experience. They may have worked for another company who did things differently. ⁓ and so being able to do like a general ⁓ skills assessment to kind of see where baseline is, to see where the gaps are. So going into it as you're onboarding ⁓ you know, new staff, you can kind of get a good good idea of of where they're where they are and what training they'll need from the beginning to fill in the gaps. speaker-0: Yep. And right now in the system we have I I think it we're at around five hundred individual ⁓ trainings. ⁓ we give you suggestions how to check competency, what what you can use to do the training, right? Like toys, things like that. ⁓ and then the other pieces we're not stopping at RBTs. We have all the way up to clinical director on the clinical side. And then, you know. ⁓ future plans as we're building this. You you may even see some of them at that when when this actually is the you know, 'cause again we get o we often get asked like, okay, I I hear I need a clin or a director of operations. What is that? Right? Like, ⁓ and so we'll have that built out. Admin side, what a biller should be doing, you know, like ⁓ what what a director of of ops should be doing. So like these things will all be built into it as well. So I think that this is something that has been missing from the space in an easy to use system. speaker-1: So let's bring it back to practice management software. And I don't know, Taylor, can you think of the I might put you on the spot here, ⁓ but the like what is the number one wish, the number one dream that a lot of clinicians look for in practice management software, in your opinion? speaker-2: That's a that's a tough one because I feel like a great plat like practice management platform needs to do like so much. but I feel like the biggest thing that I I hear a lot is it needs to be simple, it needs to be usable. ABA as as a whole is it's a chaotic field. There's always so much messiness going on. The your software needs to be a place where it can really cut down on that messiness, cut down that chaos and and bring it back back to some simplicity. speaker-1: Top three F. ⁓ speaker-2: ⁓ so people want something usable that and something usable that can take care of all of their needs. ⁓ it's great if everything can be in one place rather than having to worry about like, all right, this is over here, this is over here. ⁓ it it's great if everything can be in one place nice and easy and organized because everyone who's worked in the field knows that it's it's hard. It's it's really hard when you when you have maybe ten kills running around and then ten RBTs running around, you gotta manage and And maybe even after all of that schooling, getting your B C B A, it's like that's hard. ⁓ especially ⁓ without some proper training. So it's like I mean, go back to the training a little bit like it's like I I love that offering because two thousand hours of getting that B C B A certificate, they don't tell you how to run a business. I so I speaker-0: I think like what where your where the software starts off, where like you know, ⁓ we were talking off we're recording as we always do, but I I think like the wait list is something that we don't see ⁓ in many practice management software. So I wonder do you wanna maybe just go over that a little bit? speaker-2: ⁓ yeah, absolutely. another thing is like the software should should be helping out from the very beginning. It's like rather than like once a client has like started services, a software could help out way before that. And ⁓ you just said the wait list, ⁓ we offer an organized wait list within the platform so we can keep track of say someone calls, you don't have a spot form yet, all right, they have to go on the wait list instead of maybe having like a file in Dropbox or just like an Excel sheet. Just like it's all organized. It lets you put in all of the information there. their age, their diagnosis, ⁓ just any additional information that you have, like their insurance provider, anything. ⁓ let's you put that within the system, super organized, nice and clean. And then ⁓ it lets you stay on top of like, have you contacted this person really recently? Are they still looking for services? Right. ⁓ and so you can put little notes of all their status and whenever it's time, whenever that glorious day comes around where they can begin services, you just it's one button just like, all right, let's move you to a real client. speaker-0: Like s ⁓ I I Yeah, it it is and you know, I was just looking I I just wanted ⁓ be I was I was being curious about like how much does a a HIPAA compliant ⁓ CRM actually cost? Right. And just that in itself, ⁓ it was like three hundred bucks a month. And it's like Okay. So I buy this expensive practice management software, but I can't put in my wait list. So I gotta put that into a Google Sheet or you know, like and and then what do I ⁓ then I have to copy and paste everything over into it. Oops, I didn't carry over the one and we called the insurance company, right? Like and and so now we didn't have the right thing and then ⁓ again. So like ⁓ you know, it it just like you said, right? Having it's already hard enough and and like not having the wait list in one spot. So like if you don't act quickly on the the wait lists, like you you know, most parents they're not just ⁓ calling one place. They're they're calling everybody in the area. So like if your wait list isn't accurate or up to date, ⁓ then then you may lose a client, a potential client. So I think having that all in the system ⁓ can be super helpful. speaker-2: So absolutely. And and you're absolutely right. Like those parents are calling every single person, getting on every single wait list and just like going with whoever calls them back first. And that really it comes to ⁓ staying organized. You you describing that little process ⁓ gave me some flashbacks because I I've been there with like going to the Excel, copying and pasting, and then it's like, Hey, did you call them yesterday? ⁓ wait, it's like, ⁓ what's happening? ⁓ so I was just like, give me flashbacks and I'm I'm kind of glad those days are over ⁓ thanks to the the organized wait list I have available to me now. ⁓ it just makes things so much easier. And even even once we move beyond the wait list, it's like, all right, it's time. It it's super easy to really get services going. So like after the wait list, we have to get all the intake information really, like dive and get so much more detail. And we can do that within the platform too. Just ⁓ it's super easy to send an intake packet. And I guess something that I haven't really talked about yet is the parents can get in here too. ⁓ the parents need to be involved and I I've discovered it's like all the parents really want to be involved in C be a a part of it rather than just like, ⁓ my kids at ABA, I hope they had a good day. It's like, no, we want them to be involved because that's going to lead to the best outcomes for the kids and the families and really make the lives of even the ABA practitioners easier. If if parents are involved in doing everything at home, it's like it's it's just better for everybody. ⁓ so our parents can get in here and view view the calendar. So it's like, hey, there's no excuse to miss the appointment. We have the same calendar. Okay. ⁓ but we can also send that intake paperwork. They can fill it out. We can keep an eye on the progress. ⁓ rather than having to all right, did we email this? ⁓ I know we're not faxing it anymore, it's twenty twenty six. did you text them? Like what's happening? ⁓ so it's like everything within one safe, like you said earlier, HIPAA compliant platform. Yeah. ⁓ just makes things easier. speaker-0: Yeah, I mean that's it again, like so okay, well our wait list is an Excel, right? It's probably half filled out 'cause there's nothing stopping people from just half filling it out. And then, you know, our intake, we do that it's somewhere else and we we ⁓ we send a message. ⁓ I don't know. Did they get it? Did they fill it all out? I don't know. Right. And so now we're ready to onboard this and we're missing all of this information. It's nowhere. I forgot my password. I gotta reset it. Right. Like it's just it's a complete mess because nothing is in like I I know this. I lived it. And I was we've talked about we've talked about this, the cost of not having a a good system. I was the person that okay, we will use this for chat, we'll use this for ⁓ a completely separate system for our cloud storage. Something else for email, right? And and just the cheapest things that I could find. And like i even when it came to speaker-1: I'm like by I'm like getting stressed out remembering how many speaker-0: Even removing an access from an employee that you know they may have lab, maybe you had to terminate them for whatever reason. It's like what what are the apps that we use again? Right? How do I get rid of them? ⁓ this app was updated. The the settings have completely changed. What how do I so it's just a complete mess on the admin side of it. So the fact like what I I love about the app like you can message, you can have teams in in ⁓ messaging between the parent, ⁓ the RBTs and the B C B A's. have a separate chat for B C B A and parent. I think it's that's ⁓ it's wonderful that you can do that. And the intake in the in the app is yeah, that's ⁓ I don't know many practice management softwares that do that. And you know, with three pi squared you're getting the most comprehensive intake. with that, right? So we we can provide ⁓ the intake and the client handbook if you need that as well. So I I think that that that's a really cool feature that they can come in and see and they can do things within it. speaker-2: Yeah. I'm I fully agree. Of course I'm a little biased, but ⁓ but I I am a big fan and you brought it up ⁓ but I hadn't said the messaging. The messaging is is really great, ⁓ 'cause I can send a parent a message within the the the platform. I don't have to text them, I don't have to like cross any like barriers like that, I don't have to like find another email, it's all in one place and it's like, Hey, I want you to be able to talk with your other practitioners as well, your speech therapist, your occupational therapists. Like we could have one little group chat on here. And ⁓ say they can't get to the computer to like access like group chat. They can use the app on their phone, they can use the app on their tablet. ⁓ it's it's all it all kind it all looks exactly the same, just like shrunk down a little bit across those different ⁓ platforms like PC, mobile. ⁓ so it just like makes it more usable, I feel like. ⁓ 'cause I've worked with some that are I I learned one way on the computer, but now I'm using the app on my phone and it's a completely different layout. And it's like why? ⁓ so it's just another thing of ⁓ goes back to being simple and usable. I'm gonna I'm gonna Harp on that all day. speaker-0: add to that is like the security in itself. So like, you know, a lot of ABA companies starting off, it's like, okay, how do we message the parents? How do how do we get the address to the tech? You know, how they're like I guess we'll text it to them. ⁓ you know, and then, you know, we're we're texting back and forth now on a on maybe the RBT's phone because we didn't provide them a device and now they have all of this PHI and we can't get rid of where so like i i that that's gone. Right. Everything is done within the secure app. All your communication is done. There isn't any of this funny business, right? And and so like that should provide some peace of mind. And any of you security nuts out there, you're welcome. Right. Like that. So like that that in itself is such a headache, especially when you're doing in home. It it's so hard to coordinate schedules and hey, there's an issue going on. I need you. Right. So now we're texting the BCBA. ⁓ and it it just becomes a big mess. So having that within the system I think is going to be a a big deal. ⁓ 'cause again, mo most of them it's okay, I'm in the practice management doing something. ⁓ I got a notification in this app. You don't have to worry about that. It's it's in here, it's all in one. And I I know every business owner that I've talked to, they're just like, I want everything in one. I I just I I I I'm so tired of having This for that and I gotta go over here for that and it it's just it's a speaker-1: I thought that it was like a neurospicy brain thing, right? Like I thought it was like my ADHD and executive functioning, like I don't want to call them deficits, but challenges, right? Like and like switching back and forth and and holding stuff in my working memory and like I had like the most like I just felt like I just couldn't there for a while. Like you just can't do it right because I couldn't keep track of all of my sign-ins and passwords and ⁓ crap, I haven't used this one thing in a while. I haven't needed that, but I do need it again. So I have to go wait, what app is it that we do that thing in? But no, it is really super exciting because I think Taylor keeps talking about simple. Yeah. And, you know, easy to use. And there's organization within this. There's ⁓ I know I'm kind of skipping around, but one of the things that I really like about the function or depending on who's using the system and what access that they're allowed in the back end. ⁓ through by the the the owner or the the director of the software within your company they they you can access that you can determine what they can see and what they can't see. Like a tech might like even the the titles, the menu along the side, you only see what you need to see. I don't know if if Taylor Right. I don't know if Taylor could speak to that a little bit more and explain it a little more eloquently than I have, but speaker-2: ⁓ no, yeah. You're you're doing great. ⁓ honestly I've I've worked with these softwares and they're just button overload. Like I I love having choices, don't get me wrong, but like sometimes I'm just trying to go in there, run my session, do take my data, write my session note, and call it a day. And whenever there's a million little things for me to click around, it just like adds a little like stressful pain point there. ⁓ so I do love everything's with controlled by those permissions. So like s maybe ⁓ a brand new technician to the company is like You probably don't need to see all of our our billing reports from the past year. You probably don't need to see all the all the billing information that that went out. ⁓ you don't need to see the wait list with all this like family information for people that haven't even started yet. ⁓ so that's controlled by permissions, they're not even gonna see those buttons. ⁓ just makes things really easy. It's like, ⁓ all all these buttons here, I I have my calendar, I have the clients, the I can take some data, of course that messaging. ⁓ just makes things really easy. ⁓ and just cuts down on that like stressful like mental overload of like what do I do? Where do I go? And even going back to the communication, ⁓ if we can, you just said some things and was like, You're so so right. it's not to say flashbacks again, but whenever I started in ABA all those years ago as a a brand new R BT, day one, it was like, here's this parent's cell phone number. And even then I was like, This is weird, right? It's weird. ⁓ it's like I don't I don't think I like this. and I think the field as a whole has grown some, hopefully since then, but I I I know for a fact that there's a lot of clinics out there that are still operating in that exact same way, especially like a lot of in home. Yep. ⁓ it's like maybe we can get away from having everyone's like personal cell phone number, especially it's like what if that person quits? Like what if something something happens? Like they still have each other's personal information. it's kinda weird and I I love that we don't have to worry about that. It's like we have this in app messaging. And it makes it so much easier and and just to pivot a little bit, I've also worked in places where it's like you're only supposed to be using your your tablet to take your data, run your session, et cetera. don't have cell phones out like on the on the on the floor. But in that situation is like, how do I contact my BCBA? How do I talk to them? ⁓ I don't have my cell phone. ⁓ so it's another thing of like you can use your tablet within the platform and and talk to them. You can you can summon ⁓ for help if you need to, or just ask a simple question, ⁓ whatever it may be. it just like it helps. ⁓ and g just like gets gets rid of one more little hard thing about it. speaker-0: And like maybe this is three pi squared after hours, but like ⁓ like I've heard this so many times, right? Like B ⁓ RBT is there all day and and and you make relationships with people, and maybe those relationships get a little bit too close. Do you know what I mean? And and so they're texting back and forth with the parent. There's a relationship like Or or parents is ⁓ man, you would make a great babysitter. Can you come out on the weekend? Right. Like there because they have their personal information, it just makes things a little bit creepy. You know, like you said, and and things can happen that you have no idea. And so now, you know, hopeful I mean it could still happen. They could still say, Hey, here's my on the down low, here's my vote, right? But like at least now you have it all in one and there is that speaker-1: It you're taking out that gray area. Because if that's your policy, and we've talked about this before, right? If you have like that that's why we're we are we are not advocates of bring your own devices, right? I mean I know that there's a little bit more security and parameters around that, but it's still it's still you you you can't no one's gonna let you wipe their personal phone, right? Like you just don't you can't do that if it gets lost or something. So but anyways speaker-0: Opportunity yeah decreases. speaker-1: But this this helps to clarify those boundaries because if you can be very like, you know, direct and clear with where the boundaries are and it's no, ⁓ well in this case you could text the parent, but in this case, ⁓ you can't, you know, then it just it takes all of that out and just helps it to be more clear. More professional. speaker-0: Yeah, and more professional. You got your stuff together, right? Like I I we've often said that, but like a an RBT or a B C B A, they can smell a startup from a mile away, right? And so a lot of people they're just like, No, I work for fifteen startups, I'm done, right? Like that's it. I I know how you work, right? And and I get you're lean and mean and and you gotta do what you gotta do, but like ⁓ here's an easy way where you can look like ⁓ you you have your shit together, right? Like ⁓ everything's here. There's no ⁓ You can look like it, yeah. And then maybe someday you'll maybe someday you like it's always winging right, there's always something you're winging, right? We're ⁓ we're always like playing this by ear at times. speaker-1: Make it till you make it, huh? But I mean if you have the right tools, right? Because we talk about that. We talk about that with multiple things, even like in the age of AI, right? It's not all evil. Don't get into your conspiracy theories on this podcast. But generally, generally it's not all evil. It it depending on how you use it and your intention and that it's a tool, right? And so practice management software, it's a tool, right? It doesn't like it can help make your job easier, it can help things be more ethical, it can help things be safer. But at the end of the day, like it's not gonna tell you how to be a behavior analyst. It's not gonna it's gonna help you like with programming in the sense of organization and having ⁓ places to put your data and and really cool dashboards and you know all of these things but i but you're still the behavior analyst behind it all, right? But this is just a tool to help you put it all together and to to move it forward. I have a couple of different things. So first I wanna I wanna touch on parents a little bit more. ⁓ and then I know like I think coming up here at the very end, I guess we're gonna do the little sneak peek where where we'll walk through and show you the little sneak peek of the of the the dashboard, I guess, the the main page. ⁓ okay, so with parents, you touched on it ⁓ a a little bit of how it it's ⁓ parents have access and they can be part of the chat ⁓ that if you want them to, if you give them access, ⁓ you have control of what you give them access to, but that could be ⁓ data and session notes and but you also talked about a very ⁓ specific non insurance type daily no anyways, let's talk about the benefit for parents using when you're using this system. speaker-2: ⁓ yeah, sure. ⁓ I love bragging about the the Guardian portal, as we call it. ⁓ it lets those parents get in and really be an active part of the services rather than wondering what's going on all day. They ⁓ like you said, ⁓ it's customizable, but you can control it's like I want the parents to be able to see the session notes. I want them to be able to see the data and r they can really like see like things are trending up or things are going down. What what do we need to work on? so all of that is wonderful that the parents get to to log in and and view all that. They can also view the calendar of like, hey, these are our sessions today. They're gonna be working with this technician in the morning and this RBT in the afternoon. It it's all super visible. ⁓ if there's any schedule changes, they can see it. It they don't have to be like, Why'd this different person bring my kid out this afternoon than I gave ⁓ to this morning? ⁓ it just helps simplify all of that and gets gets the parents involved. the the note you mentioned is is also really cool because like Sometimes a lot of clinics have it set up with like a a morning and an afternoon person. The afternoon person is bringing the kid out. And they're it's like, hey, we had a great afternoon, but it's like, what happened this morning? It's like, ⁓ well, that technician's talking with another parent right now with their afternoon client. ⁓ but that like daily note allows a very casual way to kind of like fill in any like strong moments, weaker moments throughout the day. Just like give them some details. But it I say casual, it's like this is not insurance language, it's very family friendly. language. ⁓ it's not going to be sent off to insurance for billing purposes. ⁓ of course of course we have that too. ⁓ that's a a necessary evil. ⁓ we all love our session notes. But ⁓ that daily note option is is just super cool for getting the parents more involved and and being a a bigger part of it because I mean that's but that's best for everybody if the parents are a part of it. They know everything that's going on. Something that we haven't covered yet that the system allows ⁓ that's great with the parents being involved, is they can join a call. ⁓ we have telehealth all all within just to save us from having to go out to another platform. Just like another place is like, ⁓ this is one more place I would have to go. I I love that we ha we can do telehealth meetings. I could I can share my my screen within the platform to show them the graph or describe what's going on. ⁓ so it's another thing having that telehealth in there just to do a a nice friendly video call. But really any anything that we can do to get the parents more involved and more understanding is is just wonderful for their their own their own lives, our lives and most importantly the the life of their child who we're helping out. Like that's what it's all about, right? Yeah. speaker-0: love the fact that you you know we kind of hinted towards it but yeah you can add SLP OT to this so you know not only can you build and do the session notes but they can be part of that chat so that everybody's involved right there is coordination of care everybody kind of understands what's going on and what's needed I think that in it again in itself it's just another thing. ⁓ I forgot did I email this SLP? speaker-1: It's too it's like it's like yes, it all points towards increasing the likelihood for you know delivering quality services. But even like looking at the guardian, the parent's perspective, I mean, we think as clinicians that we have like mental load and so much on our plate and so much to carry, like the Parents, the guardians of our learners. Like, dude, they've got a lot on their plate too. They may have multiple kids. Like just the fact that they are dealing with a child with special needs who has a diagnosis, who need who even the fact they're even in this world of ABA, ⁓ it shows us that they that they have even more on their plate. Right. And so I think giving that just to help them even to stay more organized. And give them a tool as well to be part of it. ⁓ because I I think sometimes it's easy for us to wonder why aren't the parents more involved or why aren't the parents ⁓ you know asking questions or why aren't all of a sudden the parents are asking questions out of the blue? Haven't they been like keeping up and you know, all of those things, right? That's just life and part of being humans. And of course there's always exceptions to the rule. But for the most part, I think that giving them a tool like this where everyone can be on the same page and have access to the information that's needed and can communicate in a safe way together. ⁓ could be great because even if a parent could say, Hey, there's this new thing happening, right? And give some background information about this new behavior or this new, you know, whatever that's going on, or a new situation in the home, you know, there's some changes in the home that they want all of the the clinicians across the team to to know. It would be even, you know, even something as simple as being able to communicate that easily without having to share that story over and over. speaker-0: And and there can be that technological barrier too, especially if you're you're small, you're starting out, you wanna do things right, and you're like, Yeah, okay, I'm not gonna text because that's not like I don't want to use my personal phone. All the things that we've already talked about. And and if if you're interested in HIPAA, that's awesome, right? It's so exciting stuff. ⁓ we've got we have multiple podcasts on HIPAA. but like even that in itself, it it just like I can't text you. You gotta use the secure portal and then ⁓ speaker-1: Our first IPA compliant email. Remember that? ⁓ my god. ⁓ because it was like then they had like they would get this email and then it they would send them this link and then they got a secure message and then they'd have to shift over and get another email. We had one parent that showed up to the clinic and she had it pulled up on her phone and she said, It doesn't work. She was like, I need your phone number so I can direct to you, or my BC based phone number, because I'm not using this system, right? And we were like, ⁓ gosh. But this was like, you know. speaker-0: Yeah. Yeah, Mm. speaker-2: Show speaker-1: Ten fifteen years ago. We were trying we were trying so much to like keep up with all of the technology and all of the security systems and everything. But it was just really clunky. speaker-2: I think ⁓ one thing that we haven't really covered, and we've talked about the parents a lot, which I I love, ⁓ but something else that to cover talking about like the administrative side. it needs to make things easy for us too. and a lot of that is like what what's ⁓ one of the the hardest things, like our our session's done, our notes written, all all it's done. Thank goodness. Wait, we need to get paid. It needs to be easy to build this. so I love that it's like once that note's signed. It's just gonna go straight to the billing portal. And then it's like I'll I'll look at it, verify all the numbers are right. But of course all those numbers are automatically filled in from the session that we just did. So it's really just like I'm double checking, just like click, and and it sends that claim. And and you talked about OT and speech briefly earlier. It's like everyone can use this platform, all those codes can be billed. But like say that they had a a super busy day, they had ABA, then a speech session, then back to ABA, then OT, and then back to ABA to finish off off the day. Like that's a lot. That's what it's like five. In one day, it's like, ⁓ but once all those are signed, I'm just gonna look at ⁓ all the numbers are right and it's gonna submit it together as one grouped claim for that day for that client. And that's just so so much easier rather than it's like, Okay, let me let me go to the clearinghouse and like submit this, enter all the information manually. It's like I I would procrastinate that. Certainly. Certainly. ⁓ speaker-1: And then the timely filing is so important, right? And if that's that stuff gets like backed up, then it's it starts to cause a problem. But yeah, that's so much that's a lot of work. One of my favorite parts about the data collection is the ability to ⁓ Taylor, how do I say this? You know, where you you don't get lost behind all of the windows and stuff and you can pull up what you need. speaker-0: You gotta make payroll, right? speaker-2: ⁓ yes, we have there's like a little widget, a little button. ⁓ you can move around idiot where put it where you like. ⁓ but it's ⁓ once you have an active session going, it that button's always gonna be there and that button will link you straight back to the data collection page. ⁓ which makes it super easy. I don't have to have like 10 tabs open or anything. It's like I can go type type a message, view something, ⁓ let me submit this claim, I can do that, and then just click that button. I shouldn't be submitting claims during the session. bad example, but ⁓ it's super easy, just click that button and then I'm taking data again. ⁓ is super fast. And say I'm one of those rare clinics billing ⁓ maybe some of the the more social codes where we have multiple kids at a time. Yes. We can do that. We can run sessions simultaneously. We'll just have three of those little like widgets. ⁓ and you can customize them and put a little picture if you want to. If you want to. ⁓ so it's just like super easy to be like, ⁓ I'm gonna I'm gonna go back to John's session, but ⁓ let me take a data point for Ashley over here. Super easy. ⁓ and I'm glad you brought that up because I haven't seen that anywhere else and it's such a little, like, tiny, simple thing, but I I love it. It's so nice, just like data collection. Easy. speaker-0: And like I I tell people all the time, if you have a clinic, you need to be doing social skills. Right. Like there and you know, for all ⁓ for many reasons. For the fact that your your kiddos get to generalize skills with peers, you know, it's it's ⁓ cancellation issues are gone when you have a a a a caseload of four at the same time and ⁓ one one kiddo cancelled? ⁓ okay, we still have three. Right. We're not ⁓ a BT isn't just sitting there ⁓ getting paid but not not ⁓ doing billables. You can also do group parent training and you can do group protocol modification. And guess what else? It ⁓ if if you're ready to sell it looks way more attractive if you have an established social skills and you'll get better rates because you can rate negotiation on that. So like all of those things, right? All all of those. And the fact that you can just have your four session notes because this is the complaint that I get. Do you know how much work it is to do like the session notes for four different kids? Yeah. And so like this just makes it so much easier to do. I'm not saying it's easy, but I'm saying it's so much more speaker-1: Well the data collection too is it. This it takes the it makes this the administration por portion of it the di easier. There's still a lot of there's still a lot of complicated parts and pieces to providing the clinical services for a group and figuring out what group to even put together and how you're gonna how you're gonna focus on some some ⁓ similar skills and all of that. ⁓ yes, but this this would definitely take that part make that part. speaker-0: And if you don't know how to do a social skills, we did a podcast on it. Diana Cortez, amazing BCB. This is all she does. So like I highly recommend reaching out to teach social skills. ⁓ and Diana, if you need a if you need a intro email, I'd be glad to do it. But I think take advantage of that. I think it's so important. speaker-2: There's a couple little things. ⁓ we haven't talked about graphs. ⁓ but I I assume anyone here's data collection, it's like it's gotta have graphs. ⁓ but definitely we have different like graph types. We have a a lovely like pie chart that I can just like put any customizable date range and is ⁓ it's gonna give me a pie chart with like they were 70% independent, 20% verbal prompting. Or I could just look at my my usual beautiful line graph to see progress. ⁓ it just like options. ⁓ us data analysts are all all a little bit nerdy on the inside, maybe maybe a lot for some of us. But I I love looking at the graphs. I love like looking. It's like, ooh, I'm gonna make this a six month. Ooh, I can really see the progress there. ⁓ and it's it's super great. we've also focused on insurance because the majority are insurance funded, but we can also send just invoices straight to the parent through the Guardian portal if we're doing private pay. ⁓ because you you never know. And ⁓ you talked about it ⁓ a little bit with the session notes and it's just such a such a valid point of I love being able to do session notes during the session. Like I I've I've worked with so so many people. It's like it's really hard for me to like get the session note done. It's like I just want to clock out and go home. The the the client's gone and it's so hard for me to write the session note after the fact. It's just like why are you writing it after the fact? Like you need to be writing that session during just like and and the platform just makes it so easy to like Click that session note, the note's automatically generated whenever you start the session, but ⁓ session note just like edit it, write a sentence or two, click that little button and you're taking data. ⁓ so at the end of the day, it's like ⁓ at the at the end of the session you should already be done with the session note and and a a good platform makes that doable. speaker-1: Yeah. I mean, 'cause we also talk too, you know, with the data collection piece and the session note piece, both. It's I think this is valid for both that you need to be collecting it in real time, right? Because the more minutes that pass between the actual like behavior, the s you know, the trial, the whatever, right? ⁓ and and you collecting it, like that's increases error, right? speaker-0: Yeah. I mean I know that there are some companies out there that say, okay, you just need your session notes in by the end of the week. I I couldn't e like I don't even remember what I did ⁓ before this podcast started. How in the world could I take to a session note on Monday and or do a session on Monday and then remember what I did on on Friday? You know what? speaker-1: Yeah. And you have to worry about like cloning. Yeah. You know? And so then if you like your notes are too that's not okay either. Yeah. Session notes are speaker-0: Just copy and paste them in. speaker-2: That's what happens if someone waits all week to write their note too. Those notes are gonna look really similar. ⁓ and it's like I I am definitely not perfect. I I've been there where I had to write the note the next day, or there's been times where I wrote it like two days later and looking back is like, gosh, that's so hard. It is so hard to like write a really good note. I'm having to like look at all the data points and like really like think and it's like this would just be so much easier if I did it in the moment. So much better, higher quality. ⁓ to where now just like that note needs to be done during the session. How can we make that easy for you? And really all of these all these features that we've talked about, just like they're they're coming from the struggles that we've experienced and just like we don't want other people to struggle. ⁓ th this field has grown so much just since I've been in it, ⁓ for ten years and but just think about how much it's grown over thirty years. ⁓ I hope that I hope to see that continued exponential growth, but like we all live and and learn and we deserve to be using platforms that work for us rather than we have to work around. speaker-0: The other thing in there that we I don't know that we mentioned, maybe we did, but like treatment plan goes in there, the goals are in there, right? Target all of that stuff is in there, ⁓ easy to ⁓ to see and ex ⁓ to access access? ⁓ my goodness. speaker-1: rub it off on you. ⁓ yeah. ⁓ so Taylor, tell us a little bit more about the functionality of that and the and and how like that benefits not only the learner, of course, but like the behavior analyst and the team of being able to access that. speaker-2: ⁓ I I really like having the treatment plan in there because I feel like this treatment plan is often it's worked on over the course of a couple of weeks. It's it's people don't sit down and do it at once. ⁓ half the time maybe like a trainee is helping with it. It it can get messy too. And it's like, do we have like here, let me let me update it and then email you my my updated copy. It's just like instead of that, I'm just gonna navigate to the client's page and we have this shared treatment plan that we're both working on. I mean anyone with relevant permissions. I'm gonna put that little asterisk next to every everything. I I love everything's controlled by permissions. This way ⁓ some RBT is not gonna come in there and like I'm gonna write the treatment plan today. ⁓ but it makes it super easy to I can work on it a little bit at at a time, my my trainee can work on it a little bit at a time, I can see what they're doing. And it just makes it easy. The the parent can see it. ⁓ and then when we're done, I can I can send it to enter it. I can download it, a PDF if I if I want to. and it just ⁓ it's another of course I'm gonna say all in one again, it's like keeps it keeps it n nice and organized in one place. And I think organization is I mean, the name of the game. And so it it makes it easy to collaborate and stay on top of things. speaker-1: Do we can we get signatures in it? speaker-2: ⁓ yes, absolutely. ⁓ speaker-1: So we can keep that part in. I'm just kidding. speaker-2: ⁓ yes. ⁓ the treatment plans can be signed, the the intake the intake documents are signed by the parents in the in the B C B A, all the session notes. if I wanted to speaker-1: I I assumed that that was part of it, but I couldn't remember. speaker-2: Even if you have some like say like ⁓ maybe your clinic has some specific documents that you like, you you really like this, of course we could build it out within the platform, but if you don't want to do all that, you could just upload a PDF and send that PDF to the parent ⁓ to get a signature and we could both sign it and then we'll have a log of just like our our separate. It's like I I didn't want to redesign this within the platform. I mean, even though that's pretty easy, I could here's a PDF. ⁓ I already had this from a year ago, and it's super easy to upload that and g and get a signature there too. So we have a a few different ways to get all of those official documents signed. ⁓ so like maybe if you're able to acquire some like really high quality documents from somewhere, ⁓ you wouldn't have to rebuild it. You could just like use those PDFs and and send them if if you could find some good stuff somewhere. speaker-1: Those of you who who need a little help through the sarcasm here, ⁓ yeah, three pi squared, you can find all of those things here with us for sure. Okay, so I don't know, is it time? Is it time for the sneak peek? So I guess speaker-2: If I could share my screen. Share your screen. Give a little sneak peek. ⁓ If anybody wants to dive in a bit more, just ⁓ I'll just sign up for a lovely demo. But here's a sneak peek for now. Just a little tease. But ⁓ this is a dashboard. Whenever you first log in, you can get overview, announcements. If you want to send announcements to all of your staff or all of your parents. Yeah. ⁓ tasks, ⁓ you can get automatic task generated if you need to sign a note. ⁓ reminders hey, you're running out of units, ⁓ your RBT is about to expire. ⁓ lots of little things to simplify. But here is all of our wonderful features. We have a calendar. ⁓ this ⁓ you can go in and view calendar by the client, you can view a calendar by the different staff members, the parents can go in there and see when when their sessions are. ⁓ you can set up recurring appointments for maybe six months for the whole authorization or just maybe 50 visits. And with that calendar, all of our lovely insurance authorization units, they're gonna be tracked automatically. I have a four hour session on the calendar. It's gonna take away four hours of units. ⁓ if that session gets canceled or deleted, it refunds those. I don't bust out the calculator. ⁓ it it does all that for me ⁓ on the calendar. We have the wonderful messaging. I guess I don't need to click into these. We can we can save that fun stuff for the for the demo, but ⁓ we have that messaging. ⁓ we can ⁓ have group chats with the parents, with the speech therapists, with the RBTs, whoever, whoever needs to be in there. There's really no limit there. We have The the client's page is so much information on the client. Well we can store all of their documents. We can store really anything. Each client has their own like dedicated like little attachments, storage space. We can make folders in there. I I like organization. I don't want to get messy. Here's all your intake stuff. Here's all heaven forbid your your incident reports. Here's all this. Your here's all your assessments. all of that, your goals, behaviors, all those on the client page. We have the wait list where we can take tons of information on Clients that are waiting for services, including their their age, their diagnosis, their insurance provider. We can keep track of when we last talk to them, what they say, when when are we supposed to follow up again? super easy to stay on top of that with the wait list. And whenever it's time to start, just one button and they're gonna move to this wonderful clients section I just mentioned. ⁓ staff, we can keep track of like who who who works for us. ⁓ this one's a little self-explanatory, but in that we can also put their certification with maybe like an ex. expiration date so that way we'll get that reminder of like, hey, you should I hope you have all your CEUs by now because ⁓ it's coming up. ⁓ reports, that's just ⁓ a fun data site. I can run reports on which staff members using which which codes, ⁓ which which client, how many authorization, how many direct services versus like Freeman mod have we done with this client this month or the six weeks or this week? ⁓ super easy. The billing, this is where all the the fun money stuff comes from, is this billing portion where it's automatically gonna handle all of that for me. I I double check everything and it it sends it straight to the clearinghouse and we'll automatically get updates from the clearinghouse on the status of it, any files they send us, any any things they might need. As soon as it's paid, we'll we'll get that. And ⁓ all of the the clearinghouse fees will be included. ⁓ that's another thing we haven't mentioned. using this this billing portion, you're not gonna have to worry about any sneaky fees. ⁓ just like to be transparent. This information and preferences is just this is more just like, I only want to get notifications to the app or I want to get those notifications to my email also. ⁓ some people like both. ⁓ we like to give you the choice. And this account and settings and toolkit, these are both just kind of for like getting the your account set up, your clinic set up to where you that's where you control like who can see what. What what are your permissions here? What sort of things can we put on the calendar? And we can set up billable appointments on the calendar or non-billable appointments on the calendar if you really want to keep track of like what's happening. How much time are you spending on documentation? How much time are you spending on lunch? ⁓ we can go in there, view templates, ⁓ customize the templates so I can have a template for a different entrance company if I wanted to. I always recommend just having one ultimate template that makes everybody happy. But if you wanted to have separate templates for that, you could do that. You could set up your customize your intake packet. And this this final button here is ⁓ when you're done for the day. You just click that one. You don't have to worry about it anymore. ⁓ you click that logout and you're not gonna get a text message from a parent at ten PM. Of course you might have a notification waiting on you, but ⁓ but that's a a little snapshot if you want to learn details about any of those and dive in a bit more, just ⁓ sign up for that for that demo. Yes. speaker-0: And we are ⁓ we're doing free trials and so we'll have more info on that ⁓ when we release this podcast. ⁓ so we're we're excited ⁓ to offer this. Again, like ⁓ we mentioned at the start, ⁓ you don't just get the practice management software, but you also get our training system as well. So in that we have ⁓ free CEUs. ⁓ we're adding in a bunch of onboarding training like OSHA, HIPAA compliance, you know, so those onboarding training ABA specific. Yep. So so we're really excited about that. ⁓ yeah. So speaker-1: A B A specific. So I have a couple things. Yeah, yeah, yeah. Go for it. So I've ⁓ when as Taylor was walking through that beautiful little sneak peek there, ⁓ if a couple things popped in my head that I don't think that we went over. And so I want to make sure that we can touch on those before we we end today's time together. So one is VB map. So tell us about that. speaker-0: ⁓ yeah. speaker-2: ⁓ we have a VB map API connection in there, so it makes it easy to run that ⁓ very simple assessment for everyone. ⁓ in addition to the VB map, we have just kind of like storage for all the other assessments you might you might be using. Just ⁓ that way you can go to the client's page, view view all of their assessments in in one organized place. speaker-1: This platform, this system is going to work well for both in home and clinic based services. ⁓ I think, you know, that's something that when you're a small startup and you're like, ⁓ well, I'm just starting out with in home services. I don't really need a a fancy ⁓ platform yet because all of our staff are right here. I just have a we're starting out with a few people. It's okay. I'll get to that later when as we grow, ⁓ you know. ⁓ i so so yeah, so I don't know, let's just just I maybe it's maybe maybe that's just old school me. Maybe this is like just well, of course ⁓ a practice management software would work for both clinic and in home, but I don't know. I just thought it was worth touching on that. Yeah. speaker-0: Yeah. I and I I honestly think if you are in home, it that's all the ⁓ like I think it would be easier to manage without a practice management. And I'm not saying that you should, but I think it would be. In home, good luck, right? It is just too much there's too much going on. speaker-2: ⁓ very very much strong lack of control in that in home environment. And also it's like I have I have this parent watching me, I don't want to pull out my cell phone. What if they think I'm just like playing or on my phone and looking on the internet and is like, I promise I am on the platform dedicating all of my time to your child. ⁓ and if everything's in one platform it it makes that very, very easy. I don't even have to pull out my phone. speaker-1: That was exciting. Yeah. speaker-0: Yeah. I'm very excited that we're going to be offering this and you'll be hearing from a lot of new members to our team ⁓ over the next little bit. speaker-1: September is our big lunch month for all of our new and fancy fun things at this point. You'll you'll have access to our shiny shiny brand new website and ⁓ lots of our projects that are ⁓ near completion or at enough completion to present to you. speaker-0: October. speaker-1: I think that's important too, right? Is you know, there's a lot of hard work that goes behind all of these types of growth and projects. Just like for you guys who are you who own your your clinic and your your A B agency and you have all of these projects and things going, right? ⁓ and there is there is a level of good enough that that is important too, right? And and let's so that's what we're kind of going behind. Let's get these things out, let's share them with you, let you access them. We'll take your feedback as always and and there will be constant continuous improvement, you know, as as we as we run through all of this. But it's a really exciting year for for Three Pi Squared. It's a really exciting month. ⁓ and so ⁓ I if okay, I'm gonna get rogue here. If somebody wants to count how many times we said the word exciting during this podcast, I'll have a little freebie for you for the first five people. speaker-0: Go for it. For the first five people. speaker-1: Have a little freebie. Tell me how many times we said exciting. Okay. Yeah. We've done this before with yawning. There was a podcast. I don't know if you guys remember a couple years ago where we were just yawning the whole time. And so and no one really ever took us up on it. So let's see what happens with our exciting ⁓ word for today. All right. Well, thank you so much, Taylor, for your time. And we love I love ⁓ getting to get a little sneak peek of your nerding out over all things, ABA data collection and technology. It's really exciting. ⁓ there you go. There's another one. speaker-2: All right. Well yeah, I I really appreciate the the opportunity to be here. ⁓ it's it's been very exciting. speaker-1: All right. So those of you who ⁓ are listening, thank you for being here. We really appreciate you. ⁓ we wouldn't we wouldn't be able to be here and do what we do without you. ⁓ and so definitely sign up for that free demo and check it out. And just a reminder that we have a free support group for ABA business leaders. And it's through Discord. It's completely free, no strings attached. And it's just an opportunity to come and get support from your peers and others in the field who are decision makers and leaders and owners. ⁓ so the registration form for that will also be in the show notes. We meet once a month. ⁓ but then we have lots of chats going in between those meetings to support each other and our book, our book club is also. ⁓ launching this month. See, I told you there's a lot of new things coming up. All right. Thank you so much and we'll see you next week. See ya. Thanks for joining us on ABA Business Leaders. speaker-0: We provide mentorship, courses, handbooks, billing support, credentialing, HIPAA support, web design, and more. Everything you need to build an ethical and sustainable ABA practice. speaker-1: You can find all of our resources at threepiesquare.com. speaker-0: Don't forget to subscribe and share this podcast with other ABA business owners. speaker-1: We'll see you next time, and remember, you don't have to build your practice alone. Okay.