The ABAI Convention is Tomorrow, Visit CodeMetro Booth #301

Visit us at ABAI’s 41st Annual Convention - booth #301- taking place at the Henry B. Gonzalez Convention Center in San Antonio, TX!

Learn how CodeMetro’s products and service offerings, backed by dedicated customer support, can help streamline your ABA practice. 

Whether you’re a start-up or an established organization, our products and service offerings 
provide you with cutting edge software and business consulting services, helping you create sustainable business practices to ensure success. 

Are you looking for a system to centralize your data?
Frustrated with insurance carriers giving you the runaround or denying your claims?
Are you finding the new “T” code transition difficult?  

CodeMetro’s products and services include:  

• NPAWorks Practice Management Software 
• Insurance Billing Services 
• Administrative Services  

Let CodeMetro manage your operational needs so you can continue to do what you do 
best - provide the best clinical service to your clients.

Contact us today at info@codemetro.com or 877.796.9883 to learn more about our products and service offerings. Don’t forget to ask about our special NPAWorks up-to-one-year free promotion! 

CodeMetro Insurance Billing Vs. Competitors

New Features Coming Soon

Patron Testimonial: Nika Williams-Arbelo of Connec-to-Talk, LLC

    L to R: Ellen Fittro, BCBA: Viktoriya Hordyeyeva, Office Manager; 

    Erin Loucks, CodeMetro's Account Manager; Jennifer Basch, Speech Language Pathologist

"CodeMetro has hands down contributed to efficiency of how our private practice runs. As a speech, occupational, and behavior private practice it meets all of our scheduling, billing, and payroll needs.

What I value most is their ability to customize a program that is exclusive to how we run our practice. There are things that CodeMetro [NPAWorks] can do that we still aren't aware of and we've been customers for over five years! And the staff is by far one of the most friendliest and responsive teams.

It's apparent when you call that they know who you are, which is rare to find these days. I haven't found another program that rivals CodeMetro's [NPAWorks] and I don't think I will because they are always working to stay ahead of the curve!"

Nika Williams-Arbelo (not pictured)

Chief Operating Officer

Connec-to-Talk, LLC

CodeMetro Through the Eyes of ABA Therapy Center

Sally and I opened the clinic in March of 2013. Being new and first time business owners a lot of the processes that we had to set up did not come naturally. 

Once our client base began to grow, we realized how important a user friendly and functional clinic software platform was needed. After being with a different company for about nine months, we decided to give CodeMetro a try.

We were overwhelmingly pleased with the trial period and quickly decided to go with CodeMetro. All of the CodeMetro staff have been terrific to work with. It’s a great feeling to be on a first name basis with members of the technical support team.

One of the most remarkable aspects of working with CodeMetro is their willingness and interest in seeing our business do well. CodeMetro has proven to be a highly efficient, user friendly, economical and professional platform. In a time when customer service has dramatically decreased as a professional requirement, CodeMetro exemplifies what a relationship between businesses should look and feel like.

Jimmy Ma recently visited our clinic here in Richmond Hill, Georgia. Jimmy’s technical expertise, patience and appreciation for our company as a client was very clear.

We look forward to a long and productive relationship with CodeMetro and recommend CodeMetro’s NPAWorks every time we have an opportunity.

We would like to extend special thanks to CodeMetro and all the staff that have helped ABA Therapy Center develop over the last year.

Thanks Again to Elsy, Dax, Sandra, Tara, Erin and Jimmy!

Sincerely,

Billy and Sally Tully

www.abatherapycenter.com

Sally M Way-Tully M.A., BCBA Chief Executive Officer

William S Tully-Chief Administrative Officer

ABA Therapy Center, LLC., Researched based treatment for Autism

A "Paw"tnership Worth a Million Thank Yous

                                               Bones, 4 Paws for Ability

As the show floor officially opens for TxABA’s 2015 Regional Conference on Behavioral Analysis, don’t forget to visit CodeMetro at booth #400.

If you happen to stop by tomorrow, you will meet Hattie.  The Cooper family’s service dog. As you listen to their story and perhaps pet Hattie, feel free to say thank you for attending. 

                               Winkie, Dream Acres for Autism

That being said, CodeMetro would like to take this time to say THANK YOU to our partners 4 Paws for Ability, based in Xenia, Ohio and Dream Acres for Autism, based in Sorrento, Florida, for being a integral part of our conference team. Because of them and their families, we are able to showcase their amazing service dogs, meet the individuals empowered by these animals and allow the families to personally tell their story.

On behalf of CodeMetro and all our staff, thank you.

                                            Hattie, 4 Paws for Ability

2015 North American Tour is a Huge Success!

The CodeMetro team is traveling the nation and continuing our mission of providing industry-leading customer service. Our 2015 Customer Service North American Tour is a huge success! 

Here is a list of our upcoming states. Contact us at 877.796.9883 to schedule a Support Team member on-site training session or a demo of NPAWorks, practice management software.

The Intervention Center for Early Childhood (ICEC) and NPAWorks Story

When you combine first-rate software with dedicated customer support, your testimonials take on a life of their own. Thank you Sharon for your story.

Sharon Scott, CFO for Intervention Center for Early Childhood 
is all smiles as she works with Jimmy Ma, Manager, Client Relations 

By Sharon Scott, Chief Financial Officer

ICEC – the Intervention Center for Early Childhood – was established in 1979 as a parent participation early intervention program. We are located in Irvine, California and serve 250+ children per week from the greater Orange County area. 

Our mission is to assist each developmentally delayed child in achieving their optimum developmental potential. This is accomplished by providing therapy and intervention designed for each child’s abilities, while offering emotional support, education and training to the entire family. 

ICEC is a unique family focused organization. No other agency in Orange County serving the birth to 5 population with special needs children in so many areas of support – parent participation group and individual early intervention therapy in center and in home, a reverse mainstream preschool, individual PT, OT & Speech Therapy, Marriage & Family Counseling, Kids Klub programs for the Siblings, and family respite care all in one location. We provide such a variety and multitude of services for the families we knew it would take an extremely well written, flexible and comprehensive Cloud Based SAAS solution to handle our needs.

In the fall of 2013 we began a project called ‘Face Time’ to identify, acquire, implement and sustain a cloud based integrated EHR, Payroll and Billing Technology system which would streamline administration time, and increase and maximize ‘face to face’ therapy time with our clients. After several months of evaluating potential providers, including participation in a collaborative of several non-profits who were all struggling with the same issue; we selected NPAWorks as our provider and partner in this project.

CodeMetro's NPAWorks allows us to add unlimited insurance providers to our network. We have the ability to quadruple the amount of Regional Center clients who will now be able to utilize their insurance for PT, OT and Speech Therapy. Gaps are created when families are forced to change insurance providers, or are discharged/denied services from the state. Gaps are created at intake, the struggle to get approval for services. Gaps are created when funding sources change between the state and the insurance providers, which happens regularity and continually now that the state has adopted the payer of last resort strategy. The CodeMetro integrated technology system improves continuity of care and speeds up the approval process.

The CodeMetro system helps us to provide all their services in one setting from one team; and when funding providers change we can minimize the ‘gap’ in services. Less stressful for the parents, less drive time to and from therapy, a team of pediatric professionals working in tandem for their child rather than PT, OT, Speech in multiple clinics and minimal downtime without access to therapy. It has also streamlined the administrative responsibilities of our therapy teams, minimizing the amount of administration and paperwork of our support staff and program directors so they can spend more time working with and advocating for the children.     

The NPAWorks solution is the only provider that offers us scheduling, charting, payroll and billing solutions for our multiple funding sources, Insurance, School District and Regional Center children and we have seen costs savings in both time and money now that it has been implemented. NPAWorks is by far the most cost effective system we evaluated, and they provided a completely comprehensive training program tailored to our needs, our timing and our not so technically ‘savvy’ 45 member staff.

We estimate that one half hour is saved per day per staff member, in charting and write ups, evaluations, payroll processing, billing insurance and local regional centers. This could add up to more than 5,000 additional hours per year that can be redirected towards providing program services for the children. We have experienced a reduction work hours for the administrative staff and better end product, more accurate payroll and invoicing.

The staff at NPAWorks has been exceptional to work with, very responsive to our needs. We expected this during our setup and training period, but what has been the most pleasant surprise is how great the customer service has been post implementation. For example, when we have asked on a few occasions if they could tailor a report for us or add a field/item for our individual/specific needs, the response has been ‘what a great idea’, lets add that feature for ‘everyone"! A week or two later, it’s done! They continue to update their products, with no additional fees, which is definitely not the case with most providers. 

The first thing we all do every day after booting up our computers is log into NPAWorks. It has become an essential part of our day. We couldn’t do what we do without you – thank you NPAWorks.

Improve Operational Performance with these 9 Practice-Centered Tips

By Jessica Gutierrez 

Let’s face it, the number of emerging ABA clinics is placing your business in an (even more) competitive market.

It’s no secret, if your practice doesn't operate like a well-oiled machine, there is a chance you may lose your edge.

To avoid the inevitable nosedive due to less-than-optimal operations, you have to be aware of the crucial strategies needed to keep your ABA business peaking.

Maintain your path to success. Learn more about best practices, effective business policies and revenue-generating procedures by reading CodeMetro’s 9 expert tips on improving operational performance.

Beginning…now!

New Year’s Resolution for ABA Clinics: Part 1

By Jessica Gutierrez

2014 has come to an end and it’s time to rejoice! ABA clinics go through natural ups and downs, but you persevered. You accomplished so much this year so you certainly deserve to celebrate.

But before you break out the champagne bottle, ask yourself if you honestly did all you can to maximize your revenue and build your business. Now is the time to scrutinize both your miscalculations and your accomplishments to find what worked for your practice.

If you haven’t figured out your business’s New Year’s Resolution, CodeMetro can help. We’re introducing a 2-Part Series on how to set resolutions to keep your business flourishing. Here is Part 1. 

Are you ready? Get set. Go!

5 Helpful Tips to Keep Your Special Needs Kid Safe this Holiday Season

By Jessica Gutierrez

Can you feel the cheer? Christmas, Hanukkah, Kwanza and even Festivus is right around the corner. But before you deck out your living room with candles, lights or throw a Yule log in the fireplace, take some time to consider the safety of your little ones. 

Whether your kids have Autism Spectrum Disorders (ASD’s) or not, make sure your house is hazard-proof for everyone. Here are some tips to ensure a scrape, burn and bruise-free holiday season.

6 Useful Traveling Tips for Families with Kids on the Spectrum

By Jessica Gutierrez

The holiday season is fast approaching. While this is definitely an exciting time for families to get together and participate in old traditions, travel planning is always involved. Sadly, it’s not uncommon for families with children who have autism spectrum disorders (ASD’s) to opt out of long distance travel for fear of the child’s overall comfort, or safety. However, the key to any successful trip, regardless of whether autism is involved, is preparation, preparation, preparation. 

Read more for 6 useful travel tips to consider for this year’s holiday vacation:

A Quick Reference Guide to Individuals with Disabilities Education Act, or IDEA

By Ava Shaw

What is IDEA?

The Individuals with Disabilities Education Act (IDEA) is a United States federal law that governs how states and public agencies provide early intervention, special education and related services to children with disabilities.

It is part of the original Civil Rights laws passed in 1964. 

IDEA is designed to ensure that all children receive “a free and appropriate education in the least restrictive environment.”

How does it function? 

6 Ways to Prepare for Thanksgiving with Kids on the Spectrum

by Jessica Gutierrez

The first major holiday is edging towards us -- a happy time to celebrate with friends, re-connect with family, embrace generosity and relieve ourselves of diets. Without a doubt, Thanksgiving is one of the best holidays of the year. While having kids with autism spectrum disorders (ASDs) may add a different kind of a challenge, some well-needed preparation will ensure an enjoyable experience. So, here are 6 tips on how to prepare for Thanksgiving with kids on the spectrum:

Don’t be an Overbearing Manager: 5 Scenarios and Solutions to Deal with It

by Jessica Gutierrez

You are a passionate manager who believes in teamwork and doing things the right way. There’s nothing wrong with that. But, if you insist on overseeing each and every detail of a project, the way you manage your staff is critical. 

Being an overbearing micromanager can build resentment and fear, causing your team to feel their job is a burden.

Are you staring down everyone’s shoulder? Then read the 5 ways you can relieve the stress on yourself and your staff. 

6 Halloween Tips for Kids with Autism Spectrum Disorders

The feeling of Halloween elicits excitement for most kids. It means showing off new costumes, staying up late and enduring a sugar overdose at the end of the night! 

While having a child with autism spectrum disorders (ASD) may offer challenges during this time of year, the same feeling of enthusiasm doesn’t have to be lost. 

Neither Autism Speaks, nor Kathryn Smith, RH, DrPH, of Children’s Hospital Los Angeles want you, or your family to miss out on the fun. Here are some highlights of Smith’s tips that our patron, Avita Nova Academy, believe you should be most aware of:

If You Get the Message, It's Already Too Late: 7 Tips to Protect Yourself from Credit Card Fraud

by Albert Bustos

I fortunately live in a community that maintains its own highly-active social media site.

A quick scroll through my neighbors’ messages reveals a slew of helpful information; who’s hosting the next bbq, who found someone’s missing pet and that traffic is jammed so leave for work early.

I have to thank my neighbors for giving me the idea for this next article. Because of them, I read thieves infiltrated the local gas station and installed a credit card reader; they stole thousands of dollars.

As of July 2014, 10% of Americans have been victims of credit card fraud. The total amount is at $5.55 billion worldwide. 

6 Scheduling Tips that'll Keep You Organized

Tip# 1: Establish Time-slots 
Here is an example: 

- Morning (8:00 a.m. -10:59 a.m.)
- Mid (11:00 a.m. - 1:59 p.m.)
- Afternoon (2:00 p.m. - 4:59 p.m.)
- Evening (5:00 p.m. - 8:30 p.m.) 

Stick to these as much as possible; clients should be scheduled in one of them.

Tip# 2: Create Mock Schedules

This is strictly for planning purposes, base it on authorized hours, locations (if home-based), and time-slots. Propose the schedules to the families and confirm with staff start date and schedule.

Tip# 3: Getting there

If home-based, plan for drive time.

Tip# 4: Lunchtime

Plan for legal, 30 minute unpaid lunches for hourly staff when working six or more hours in a day. To be completed by the end of the 6th hour.

Tip# 5: NPAWorks Recurring Schedules

Use recurrences when scheduling appointments and update recurrences when making changes.

Tip# 6: Until the End

If using NPAWorks practice management software, recur appointments through the end of the contract.

ABAI and CodeMetro Team Up to Give You 5 (actually more) Tips for Successful Conference Exhibiting

by Albert Bustos

Showcasing the value of your organization is essential for growing your business or hiring top-notch staff. 

There are many strategies in the marketing tool box to help you spread the word; it’s just a matter of which you’ll choose. Since you already have an effective website and being the networking expert you are, you decide to exhibit at an industry conference. 

Why is this a great choice?

5 Proactive Tips for Scheduling Holiday Requests

By Belen Arredondo

The Holiday Season is right around the corner. What is your organization doing to prepare for holiday vacation requests?

Remember the chaos that was scheduling during the holiday season last year? And the year after that? Well, be proactive this year!

No need to stress over cancelled sessions, underserving clients, not enough hours for staff, and on, and on, and on.

CodeMetro wants good fortune and jolly holidays for all, which is why we wanted to share with you the following tips on how to prepare your organization for the holiday season:

Tip #1

Review your current policy on vacation time – and if you do not already have one in place, create one for the holiday season… NOW!

Tip #2

Remind and discuss with your supervisors what your vacation policy is and encourage that they discuss it with their staff

Tip #3

Have your team reach out to parents regarding their holiday schedules – this may lend itself to parents rearranging schedules to accommodate staff vacation requests and contract fulfillment

Tip #4 

Discuss with staff their holiday availability – some hourly staff members may want additional hours during the holiday season

Tip #5 

Determine whether you will need to hire seasonal staff to carry you into the New Year

By proactively preparing for the holiday season, staff will be more inclined to participate in gathering necessary information and submitting their requests with more than enough time to plan.

NPAWorks Tip: Maximize your scheduling efforts by reviewing the calendar Holidays & Non-Service Days for your organization.

Help your peers prepare for their holiday scheduling needs. Now that you have these amazing tips, share this story with others!