ABA Therapy & Practice Management Software for Canadian Clinics
TherapyCRM runs a Canadian ABA clinic in one place: record trial-by-trial data in sessions even without Wi-Fi, keep versioned treatment plans, schedule staff and rooms, track each child's funding, invoice families and share progress in a parent app. It suits owner-run and multi-location ABA clinics and teams that also offer speech or occupational therapy; it is not built for US insurance billing.
Ontario clinic? Track each child's OAP hours and dollars.
Watch the 36-second product tour (opens YouTube in a new tab)
Run a session, even without Wi-Fi
Open the session from the day's schedule and record each trial against the active targets: correct, incorrect or no response, with the prompt level used.
- If the connection drops, Session Runner keeps an encrypted draft on the device and sends it when the connection returns, and replay-safe receipts stop the same session being saved twice.
- Check that a session has synced before you clear or hand over the device.
Session Runner runs in the web app on a tablet or computer, so clinicians do not need a separate data-collection app. Clinicians choose the targets, prompt hierarchy and scoring rules; the software records them and does not make clinical decisions.
Keep treatment plans and notes current
Build each child's plan from a shared goal library, with interventions, a prompt hierarchy and a mastery criterion for each goal.
- Activate, amend and replace plans while every session stays tied to the plan version it ran against.
- Mastery is confirmed by the clinician, never automatically, and charts show progress across sessions.
Progress notes start from the session record and go through review before they are published. A functional behaviour assessment can lead to a behaviour intervention plan in the same document workflow, with review, publication and e-signing by staff or families.
Schedule staff, rooms and locations
Book recurring sessions around clinicians, rooms and equipment at each location, with conflict checks before anything is confirmed.
- Staff can work at more than one location, rotation groups spread new clients across the team, and a waitlist and email or SMS reminders help fill the week.
- Families can ask for a time in the parent portal; a coordinator reviews every request before it is booked.
Multi-location ABA practice management
Run every location in one practice account. Access is role-based by practice and branch, and reports can be filtered by clinician or branch.
Essential covers one location and Growth covers more than one.
- Both plans include every feature, unlimited users and unlimited clients, and a practice can upgrade from Essential to Growth when it adds a location.
- Current monthly and yearly prices are on the pricing page.
In a demo, test the schedule across two locations with fictional data: book one clinician at both locations in the same week, try a room conflict at one of them, then filter a report by branch.
Track OAP and other funding for each child
Record each child's funding periods with approved hours and dollars, reference and authorization numbers, and dates.
- A child can have Ontario Autism Program funding, private pay and an insurer side by side.
- Warnings flag an authorization that expires within 30 days or a balance at 20% or less, and staff correct used hours with an adjustment whose reason is kept in the history.
Invoice families from completed sessions
Create invoices in Canadian dollars from completed sessions that have approved documentation and a service code, or write a manual invoice. Payments from families get numbered receipts, and payment plans and session packages are available. Families can pay online where your practice offers it.
Give parents the Family app
Invited parents and guardians use TherapyCRM Family on iPhone and iPad, or the portal in a browser, to see visits, message the team, complete forms, log home practice and follow the goals you choose to share. You decide which children and sections each family account can see.
Opening a clinic or switching software
If you are opening an ABA clinic in Ontario, start with the operating checklist: roles, space, intake, records, funding and software.
- If you are comparing products, the comparison of ABA software sold in Canada sets out what each vendor's own pages say and when they were checked.
- Then ask for a demo with fictional data and follow one client from intake to invoice.
What TherapyCRM doesn't do
It does not submit insurance or government claims, including Ontario Autism Program claims through AccessOAP.
It creates invoices and numbered receipts, and for a family-paid OAP funding period it produces an OAP expense summary PDF that families can use when they report expenses.
Funding balances are entered and checked by your staff; there is no live feed from a funder.
Sent invoices add to a period's used dollars, and every manual adjustment needs a reason and is kept in the history.
It has no supervision-hour or RBT credential tracking.
Permissions differ by role, practice and branch, and the free ABA supervision log template gives your team a printable record.
It has no telehealth or video visits.
It is not available in Quebec, and it is in English only.
It is not a physician EMR and has no EMR certification.
It keeps a clinical record of plans, session data and reviewed notes.
Common questions
Something not covered? Email support@therapycrm.io.
How much does TherapyCRM cost for an ABA clinic?
Essential covers one location, and Growth covers more than one location. Both plans include every feature, unlimited users and unlimited clients, and every plan starts with a free trial. See /pricing for current monthly and yearly prices from the billing provider.
How do I choose ABA clinic software?
Follow one fictional child through a normal week in each product you compare: book recurring sessions with the right clinician and room, record trial data with prompt levels while offline, amend the plan, check the funding balance and send an invoice. Try it at more than one location if you have them, and ask who reviews notes and balance adjustments. Then check anything else your clinic needs, such as claims submission, against each vendor's own list of what it does not do.
Does trial data collection work without Wi-Fi?
Yes. Session Runner keeps an encrypted draft on the device and syncs when a connection returns. Replay-safe receipts prevent the same submission from being recorded twice; staff should confirm successful sync before clearing a device or ending its use.
Can RBTs and BCBAs have different permissions?
Yes. Access is role-based per practice and branch, and enforced in the API and at the database, so front-line staff, supervisors and administrators see only what their role allows.
Can we track OAP hours and dollars for each child?
Yes. Staff record approved hours and dollars for each funding period and keep used and remaining balances current, with warnings before an authorization expires or a balance runs low. Funder progress reports can use TherapyCRM's Ontario Autism Program profile, which is the product's own format, not a government form.
Can parents see sessions and pay invoices on their phone?
Yes, for what the practice shares. Invited guardians see visits, shared progress, messages and invoices in TherapyCRM Family or the browser portal, and can pay an invoice through the practice's online checkout where it is offered.
Can our speech and OT teams use the same account?
Yes. Each discipline keeps its own goals, plans, session data and billing services inside one practice, and reports can be filtered by clinician or branch.
Where is TherapyCRM available, and how does it support privacy?
TherapyCRM is available to practices in Canada outside Quebec. It provides role-based access, MFA, audit logging, short sessions, encryption and retention policies. TherapyCRM data is stored in Canada. Named exceptions: providers for email and text messages, payments, optional AI features, app notifications, bot checks, optional website analytics and video, and calendars a practice connects process limited data outside Canada, and rollback and testing copies are held in the United States and Germany. The subprocessor list names each provider and location. Privacy obligations depend on your practice, province, configuration and contracts. No certification is claimed. Security documentation and vendor terms are available on request.
Is there a free trial?
Yes. Every plan starts with a free trial; the exact trial length and terms are shown by the billing provider before you confirm checkout.
Run your next session in TherapyCRM
Start a free trial and explore the workflow with a fictional client before deciding.