Aloha Practice Management and Data Collection Dual Onboarding: What to Expect

Aloha Practice Management and Data Collection Dual Onboarding: What to Expect

Welcome to AlohaABA! Our onboarding process is designed to set your team up for long-term success and typically takes approximately four to six weeks, depending on your organization’s needs and availability. Your dedicated Customer Success Manager will reach out to schedule 1-2 weekly calls to guide you through each phase of implementation. 

During these sessions, you will receive hands-on training for both Practice Management and Data Collection with live demonstrations that build on prior milestones, along with check-ins to ensure understanding and readiness to progress. To keep onboarding on track, completion of assigned homework between sessions is required, allowing each call to move efficiently toward full system adoption.


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Please note: While the framework below reflects out standard onboarding curriculum, we understand that every organization is unique. The order or emphasis of topics may shift slightly to better accommodate your team's structure, workflows, and place of implementation.


Info

Common Terminology you will hear in your onboarding:

Aloha PM: This is referring to your Practice Management system (includes scheduling, billing, managing payments)

Aloha DC: This is referring to your Data Collection System (includes clinical programming, data collection, lesson notes, and analysis)





Practice Management (Milestone 1): Kickoff meeting 


  1. If you would like to get started on Practice Management data entry before your kickoff call, please follow the steps in this video:  Kickoff Call
  2. Please have the following info available for your kickoff call:
    1. Payer fee schedule, payer info, any required modifiers
    2. Client records (name, address, DOB, contacts, insurance card info, authorization info, policy holder DOB, etc.)
    3. Staff names, NPIs and taxonomy codes, pay rates and qualifications
    4. Organization info (Tax ID number, payroll information, earning codes, and pay period dates/frequency)
    5. Services provided (e.g. Assessment, Direct Service, Supervision, Parent Training, etc.) 
  3. What we will review:
    1. Review Settings and customize for your organization
    2. Model adding in one Staff/Client/Payer
    3. Review any planned integrations
  4. Expected Homework: Enter the following into the system:
    1. All payers (including payer services, fee schedules, any modifiers needed)
    2. All clients (including client profile, contacts, authorizations, cabinet)
    3. All staff (profile, qualifications, earning codes, cabinet)
    4. Choose a Clearinghouse (for those billing insurance)

Practice Management (Milestone 2): Scheduling and User Roles

  1. What we will review:
    1. Review HW from last call
    2. Create a Schedule
      1. Creating service, non-service, drive time, break and unavailability appointments
      2. Creating repeat, complete, and cancel appointments
      3. View Authorization Summary
    3. Clearinghouse Integration
    4. User Roles/Permissions
  2. Expected Homework:
    1. Enter remaining schedules 
    2. Set up additional user roles
    3. Invite staff to begin using Aloha
    4. ERA/EDI Enrollment for Billing


Data Collection (Milestone 1): Organization Setup and Note Templates

  1. What we will review:
    1. Organization setup
    2. Security and Permissions
    3. Staff and Client Profiles
    4. Lesson Note Templates
    5. Custom Data Fields
  2. Expected Homework:
    1. Create user roles and/or complete initial permission set up
    2. Create/review staff and client profiles including updating user role name as needed
    3. Build out custom data fields needed for lesson note templates
    4. Build out at least one session note template

Practice Management (Milestone 3): Billing

  1. What we will review:
    1. Check for incomplete appointments
    2. Process Billing
    3. View claims in AR Manager
  2. Expected Homework:
    1. Try billing on own

Data Collection (Milestone 2): Program Settings and Program Management

  1. What we will review:
    1. Program Templates
      1. Prompt Hierarchy Templates
      2. Outcomes & Promotions Mastery Flows
    2. Program Management
      1. How to create Skill Acquisition Programs
      2. Add Behavior Reduction Targets
      3. Build ABC Data Sheets
      4. Manage Program Libraries
    3. Lesson Builder
    4. Documents
  2. Expected Homework:
    1. Create Prompt Hierarchy templates and Outcome & Promotions templates
    2. Begin a Client or Organization Library Programming build out by completing at minimum, one of each of the following:
      1. Skill Acquisition Program 
      2. Behavior Reduction Target 
      3. ABC Data Sheet


Data Collection (Milestone 3): How to use the App

  1. What we will review:
    1. Intro to the App Settings
    2. Running Sessions and Collecting Data on the App
    3. Lesson Notes on the App 
  2. Expected Homework:
    1. Download the App (Welina Data Collection)
    2. Log-in to the App and run at least two sessions with a client 
      1. NOTE: Completing this is very important to be able to move forward with the final DC milestone in onboarding

Data Collection (Milestone 4): Reporting and Analytics + Integration

  1. What we will review:
    1. Lesson Note Review Hub + Integration of Notes
    2. Analytics for Skill Acquisition, Behavior Reduction, and ABC Data
    3. Wrap up of any remaining DC tasks/questions 
  2. Expected Next Steps:
    1. Prepare internal training for your staff
      1. See our KB Center for training materials
    2. Plan for launching Data Collection with your team and across your organization
      1. Begin fully building out client profile and run sessions as fit for your Org’s needs

Practice Management (Milestone 4): Payments, Payroll, Intake Manager, Reports

  1. What we will review:
    1. Manually and Automatically Posting Payments
    2. Run Payroll
    3. Reports
    4. Review Intake Manager
  2. Expected Next Steps:
    1. Go Live!

IdeaAfter onboarding, you’ll continue to have access to our Help Center and Support team. If you have any questions or need additional training, don’t hesitate to reach out to your assigned Customer Success Manager!