The session documentation workflow in Get RBT Notes is designed to be completed in minutes — either during a session or immediately after it ends. The steps below describe a typical session from start to submission.

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Step 1: Create a New Session Note

From the dashboard, the RBT taps or clicks New Session Note.

The note is pre-populated with:

• Today’s date and current time
• The RBT’s name (from the logged-in account)
• The assigned supervisor

Session duration is entered manually or tracked automatically if the RBT uses the built-in session timer.

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Step 2: Select the Client

The RBT selects the client from their active caseload. The client’s assigned programs and target behaviors load automatically based on the session template configured for that client.

There is no need to re-enter program names, behavior definitions, or target criteria from session to session — they carry forward from the client profile.

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Step 3: Record Session Details

The RBT works through the structured template fields:

• Confirm session location (clinic, home, school, telehealth)
• Record session start and end time
• Note any session-level factors (client affect, environmental notes, caregiver present)

These fields require minimal typing and take under a minute to complete.

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Step 4: Log Programs and Trial Data

For each program addressed in the session, the RBT enters:

• Prompt level used
• Number of trials conducted
• Number of correct responses
• Any notable observations about performance

Programs from the client’s active treatment plan are listed automatically. The RBT checks off programs addressed and skips those not run in the session.

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Step 5: Capture Behaviors and Interventions

For any target behaviors observed during the session, the RBT logs incidents using the quick-capture behavior tracker:

• Select the behavior name
• Note the time it occurred
• Record the antecedent (what triggered it)
• Record the consequence or intervention used

Each incident is added to the session’s behavior log. Multiple incidents can be logged rapidly without leaving the note.

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Step 6: Add Observations — Written or by Voice

The observations field captures anything not covered by the structured inputs. This field supports both written and audio input:

• Changes in client behavior or affect
• Family or caregiver updates
• Environmental factors that affected the session
• Recommendations for the next session

To write: type directly into the observations field.

To speak: tap the microphone icon, speak naturally — in English or Spanish — and the platform transcribes the audio in real time. The RBT can review and correct the transcription before moving to note generation.

Audio input is especially useful immediately after a session when the RBT is still near the client or on the move. Speaking observations takes a fraction of the time of typing them and captures more natural clinical detail.

This field is positioned at the end of the structured data entry — by the time the RBT reaches it, most of the session details have already been captured in the structured fields, making this field faster and easier to complete regardless of the input method used.

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Step 7: Generate the AI-Assisted Note

Once session data is entered, the RBT taps Generate Note Summary.

The AI assistant processes the entered data and produces a structured SOAP-format session narrative:

• Subjective — client presentation and contextual observations
• Objective — program data, behavior frequency, prompt levels, trial results
• Assessment — clinical interpretation of session performance and trends
• Plan — next session focus areas and supervisor follow-up items

The draft appears in a review panel next to the entered data. The RBT reads through it, makes any necessary edits, and confirms the content is accurate.

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Step 8: Submit for Supervisor Review

When the note is ready, the RBT clicks Submit for Review.

The note status changes from Draft to Pending Review and appears immediately in the assigned BCBA’s review queue.

The RBT receives a confirmation and can move on to the next session or end their documentation for the day.

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Session Statuses