Onboarding with AlohaABA: 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 a standing weekly call to guide you through each phase of implementation.
During these sessions, you will receive hands-on training 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.
Milestone 1 - Kickoff meeting & Data Entry meeting
- If you would like to get started on data entry before your kickoff call, please follow the steps in this video: Kickoff Call
- Please have info available:
- Payer fee schedule, payer info
- Client records (name, address, DOB, contacts, insurance card info, authorization info, etc)
- Staff names, NPIs and taxonomy codes, pay rates and qualifications
- Organization info (Tax ID number, payroll information, earning codes, and pay period dates/frequency)
- Services provided (e.g. Assessment, Direct Service, Supervision, Parent Training, etc.)
- To do:
- Review Settings and customize for your organization
- Model adding in one Staff/Client/Payer
- Review any planned integrations
- Homework: Enter into the system
- All payers (including payer services)
- All clients (including client profile, contacts, authorizations, cabinet)
- All staff (profile, qualifications, earning codes, cabinet)
- Choose a Clearinghouse (for those billing insurance)
Milestone 2 - Scheduling and Session Forms
- To do:
- Review HW from last call
- Create a Schedule
- Creating service, non-service, drive time, break and unavailability appointments
- Creating repeat, complete, and cancel appointments
- View Authorization Summary
- For those without a clinical integration: Creating your own Forms for session notes
- Clearinghouse Integration
- Data Collection/Clinical Integration (Welina, Motivity, Hi Rasmus, Ensora): Clinical Integrations
- User Roles/Permissions
- Homework:
- Enter remaining schedules and create any forms
- Set up additional user roles
- Invite staff to begin using Aloha
- ERA/EDI Enrollment for Billing
Milestone 3 - Billing
- To do:
- Check for incomplete appointments
- Process Billing
- View claims in AR Manager
- Homework:
- Try billing on own
Milestone 4 - Payments, Payroll, Reports
Once your onboarding is complete, you can still reach out to your CSM if anything else comes up or you need additional training!