Scheduling & Authorizations
Live todayABA scheduling that knows how many units are left
A team and client calendar whose sessions draw on authorized units per CPT code — with availability, leave, credential checks, suggested cover, and reauthorizations tracked 60 days ahead.
What is TargetFlo Scheduling?
TargetFlo Scheduling is ABA scheduling software with the client's authorizations built in. An authorization approves units per CPT code; recurring sessions on the calendar draw on them; utilization is computed from the events themselves. The same session is where therapists collect data and sign the note, and where billing captures the charge.
The ABA revenue path
Scheduling sits in the middle of the chain
If a session isn't tied to an authorization, the claim that follows it is a guess. In TargetFlo it always is.
- 01
Authorization
Approved units per CPT code
- 02
Scheduled session
Calendar event drawing on the authorization
- 03
Session data
Collected on a tablet, submitted
- 04
Signed note
The billing gate
- 05
Claim & payment
837P out, 277CA and 835 back
Capabilities
Scheduling and authorizations, live today
Built for coordinators, BCBAs, and operations leads.
Client authorizations
One header per payer approval with a line per CPT code. Units are the source of truth (1 unit = 15 minutes); hours are just a view. Weekly caps, periods, and statuses per line.
Utilization from the calendar
Completed, scheduled, and remaining units are computed from real events — never a number someone keeps up to date. Cancelled sessions give their units back.
Recurring sessions
Weekly series that keep their local time across daylight saving. Edit or cancel this event, this and following, or the whole series; completed sessions never change.
Team & client calendar
Week views by client or by team member, with booked-vs-authorized badges for clients and booked-vs-available badges for staff.
Credential and conflict checks
Double-booking and unqualified renderers are blocked; overbooked weeks, time outside availability, and approved leave are warned. Admins can override with a reason that's kept in the event history.
Suggested team members
When you schedule, TargetFlo suggests who can cover — using availability, approved leave, and assignments. Approving leave shows which sessions it affects and who can take them.
Action items
Cancellations that need rebooking, unassigned sessions, expired or expiring authorizations, events without an authorization line, and lines near their limit.
Reauthorization board
Every authorization moves through Due, POC in progress, Ready to submit, and Submitted — 60 days ahead, so nobody discovers a lapse after the fact.
The calendar
Live todaySee units, leave, and gaps on the week view
Coordinators schedule by client or by team member. Each client shows booked vs authorized hours for the week, each staff member booked vs available, and every gap has a suggestion.
- Week views by client and by team member, filtered by location
- Units left and reauthorization due date on the client row
- Suggested team members from availability, leave, and assignments
- Event history drawer records every change and override
Lucas H. · 97153
164 / 240 units left
Reauthorization
Due in 52 days
Thu 12:00 · leave
2 suggested to cover
Checks
Planning is flexible, delivery is controlled
Warnings let coordinators plan; blocks stop sessions that could never be billed.
| Situation | Result | Override |
|---|---|---|
| Client double-booked | Blocked | — |
| Renderer not qualified for the code | Blocked | Admin, with reason |
| Week over the authorization's weekly cap | Warning (Overbooked) | — |
| Outside the person's availability | Warning | — |
| Team member on approved leave | Warning | — |
| Completing a billable session with no authorization line | Blocked | Admin, with reason |
Reauthorizations
Live todayNo more lapsed authorizations
Sixty days out, the authorization shows as Due. Starting the reauthorization creates the next draft authorization and the reauth Plan of Care from your template, and the board tracks it to submission.
- Due → POC in progress → Ready to submit → Submitted
- Lapsed authorizations show how many days they've been uncovered
- Draft authorizations can be created from a clinically approved POC
- Notifications open the client's authorization tab directly
Reauthorization board
- Due3 clients
- POC in progress2 clients
- Ready to submit1 client
- Submitted4 clients
FAQ
Scheduling FAQs
How the calendar, authorizations, and reauthorizations work together.
Related features
See your week against your authorizations
Book a demo. We schedule a recurring client, cover a leave, and show the units move as sessions are completed.