What does Wilma include?

Wilma is an all-in-one ABA platform on one record: native EHR, real-time data collection, AI-drafted session notes, scheduling with EVV, full billing and revenue cycle management, a built-in phone system with IVR, HR with payroll tracking/exports, credential-expiry tracking, a parent portal, and compliance.

Is Wilma's AI agentic?

Yes. Wilma's agentic AI drafts session notes from collected data, scrubs claims pre-submission, prepares authorization-renewal packets, and drafts parent updates — within rules you configure and pending human (BCBA/admin) sign-off on every output.

Does Wilma include a phone system?

Yes — a native business phone and IVR, with every call routed by context and threaded to the right client record. No separate telephony vendor required.

Is Wilma HIPAA compliant?

Yes. End-to-end encryption (AES-256 at rest, TLS 1.2+ in transit), role-based access, full audit logging on every PHI access, and BAAs standard with every customer agreement.

Built by operators who ran ABA practices.

Everything the practice needs. None of it left on you.

Intake to paid claim on one record — scheduling, data, notes, billing, the phone, the fax, compliance. One platform, one price, nothing waiting on someone to notice.

Scheduling & Calendar

Wilma knows your authorizations, your staff availability, and your clients. She prevents conflicts before they hit the calendar. You approve the schedule.

Multi-view calendar

Board, list, week, and month views

Provider management

Side-by-side scheduling with availability tracking

Appointment offers

Send appointment options to families

Smart reminders

Email reminders included; SMS reminders with the Phone add-on

Conflict detection

Prevent double-bookings automatically

Care team view

See all providers for a client at once

Billing & Revenue Cycle

Core ships ABA-native billing, ERA posting, rate management, authorization tracking, and EDI clearinghouse — all included. Add the AI add-on for pre-submission claim scrubbing and denial prediction so claims ship clean and you get paid faster.

Claim scrubbing+AI

Catch errors before submission

Denial prediction+AI

Flag claims likely to be denied

ERA processing

Automatic payment posting

Invoice generation

Professional invoices in seconds

Rate management

Universal, role-based, and contracted rates

Authorization tracking

Never miss an expiration date

EDI clearinghouse

Submit claims directly from Wilma

Clinical & Data Collection

Real-time data collection built for ABA — Core ships ABC tracking, automatic graphing, and BACB-compliant supervision. Add the AI add-on for session-note drafting from the data so your BCBA reviews and signs in minutes, not hours.

ABC data model

Antecedent-Behavior-Consequence tracking

Multiple data types

Trial, duration, frequency, interval

AI session notes+AI

Drafts based on session data

Voice Notes+AI +Phone

Replaces a separate AI scribe. Record the session and the note drafts itself from what was said, speakers separated. Consent captured before recording starts; the BCBA reviews and signs.

Parent-training notes from the session+AI

A parent-training session produces no trial data — the clinical content is the exchange with the caregiver. The note is written from the coaching, their practice, the feedback and the barriers raised.

Goal tracking

Visual progress toward targets

Automatic graphing

Real-time progress visualization

Supervision tracking

BACB-compliant documentation

Communications Hub

Native voice, IVR, SMS, voicemail and fax — available with the Phone add-on (+$10/user/mo). Every call threads to the right client record. Every message logged. HIPAA throughout. Pair with the AI add-on for AI-summarized call transcripts and an AI receptionist.

Voice calls+Phone

Make and receive calls from the platform

SMS messaging+Phone

Two-way text with families and staff

Voicemail with auto-transcription+Phone

Voicemails transcribed and threaded to client records

Call recording+Phone

Optional per-number or per-call type

AI call summarization+AI +Phone

Calls and voicemails summarized with proposed follow-ups

Inbound & outbound fax

Referrals in, reports out — filed to the client record

Fax an ABA report directly

Send a report to a payer from the report, with transmission history kept

Message logging+Phone

Every call, SMS, voicemail and fax logged to the right client record

Workflows & Tasks

Streamline operations with customizable workflows, approval chains, and automated task management. Never let anything fall through the cracks.

Dynamic taskboards

Kanban-style task management

Custom workflows

Build your own approval processes

Time-off requests

Staff request and approval system

Automated alerts

Notifications for deadlines and changes

Task templates

Reusable task templates

Team collaboration

Assign and track across teams

Staff & HR Management

Manage your entire team from onboarding to payroll-ready exports. Credential tracking, timesheet management, and comprehensive employee profiles.

Employee profiles

Complete staff information

Credential tracking

Certifications with expiration alerts

Onboarding workflows

Automated new hire processes

Timesheet management

Track hours and approvals

Payroll export

Integration with payroll systems

Productivity reports

Staff utilization and performance

Family & Patient Portal

Give families visibility into their child's progress with secure access to session notes, appointments, and direct messaging with the care team.

Session notes access

View completed session notes

Progress visualization

Charts showing improvement

Appointment management

View and confirm appointments

Secure messaging

HIPAA-compliant communication

Document access

Treatment plans and reports

Mobile friendly

Access from any device

Reports & Analytics

Comprehensive reporting and insights to help you understand your practice performance and make informed decisions.

Revenue reports

Track income and collections

Clinical reports

Outcome and progress analytics

Compliance reports

Supervision and authorization status

Custom dashboards

Build your own views

Export capabilities

Download in multiple formats

Scheduled reports

Automatic report delivery

Security & Compliance

Your data is protected with the highest security standards. HIPAA compliant with end-to-end encryption and comprehensive audit logging.

HIPAA compliant

Full HIPAA compliance

End-to-end encryption

Data encrypted in transit and at rest

Audit logging

Complete activity trails

Role-based access

Granular permission controls

High-availability infrastructure

Monitored 24/7 with failover

AI Assistant

Most ABA software waits for input. With the AI add-on (+$20/user/mo), Wilma acts within your rules — drafts notes, scrubs claims, flags auths, surfaces issues — and waits for your sign-off. Agentic, not reactive.

AI session notes+AI

Drafts notes from your data collection

Pre-submission claim scrubbing+AI

Catch errors before claims ship

Ask-your-practice assistant+AI

Plain-English questions answered from your own data

Proactive alerts+AI

Flags expiring auths, credentials, billing issues

Compliance Portal

Six integrated dashboards that continuously monitor session compliance, supervision ratios, signatures, incidents, consents, and timesheet accuracy.

Session compliance

Pre-bill and post-session validation

Supervision tracking

BACB supervision ratio monitoring

Signature management

Track and request missing signatures

Incident reports

Structured review and resolution workflow

Consents & acknowledgements

Automated consent tracking and renewals

Timesheet reconciliation

Cross-reference timesheets with sessions

A day in the life

What “thought of everything” looks like.

One platform that already thought of every moment — from first coffee to lights out.

7:00 AM — Morning briefingYour whole day, ready before your first coffee.You walk in knowing what matters — not chasing what happened.
7:47 AM — An RBT calls outCoverage options in one view — rebuild the day in 10 minutes.The client keeps their session. The family keeps their morning.
9:15 AM — A claim’s about to go out wrongFlagged before it ships. Fixed in two minutes.You get paid the first time — no denial landing in 60 days.
1:00 PM — SupervisionReview the session’s data, leave a coaching note — the hours track toward BACB.Supervision stays on track. Your RBTs grow faster.
2:15 PM — A session endsThe note’s done in minutes — reviewed and signed.Your BCBAs reclaim ten billable hours a week.
8:00 PM — After hoursA voicemail comes in — transcribed, the cancellation flagged.It’s waiting in your inbox for the morning. Nothing slips overnight.

Every workflow connected. Every gap caught. That’s what “thought of everything” means.

Everything you need.

Onboarding · Scheduling · Authorizations · Claims & Billing · Payroll Tracking · HR · Invoicing · Voice & IVR · Communication · Collaboration · Clinical Tools · Data Collection · Compliance · Audit Readiness · and more

Everywhere you work.

In-home · Community · Clinic · School · Telehealth

All-in-One.ABA Software Done Right.

One login. One system. One Wilma®.

She handles it. You approve it.

From the obvious to the things you’d never think to hand off — Wilma handles them, on your rules, pending your sign-off. Nothing ships without a human in the loop.

Wilma captures new client intake.

New referral? Wilma opens the client record, pulls the details, and drafts the welcome forms — so nothing stalls before the first call.

Wilma answers your phone.

Captures intake, routes calls with context — all threaded into the right client record. Native IVR, not a bolt-on.

Wilma drafts parent updates.

Clinical language translated to parent-friendly. You review before anything sends.

Wilma tracks your team’s credentials.

Every BCBA and RBT credential in one view. Expirations visible weeks ahead, so you act before the audit finds out.

Wilma catches documentation gaps.

Before claims go out — not 90 days after, when the clawback lands.

Agentic where it helps. Human where it matters.

Nothing left out

Everything you get, on one page.

If you are scanning for the one thing you were sure would be missing, it is here.

Data collection
Automatic graphing
ABA reports
Goal bank
Session notes
Voice notes (AI + Phone)
AI note drafting (AI)
Note auditing
Supervision tracking
Parent-training notes
Billing
EDI clearinghouse
ERA posting
Claim scrubbing (AI)
Denial workflow
Authorization tracking
Invoicing & rates
Revenue reporting
Scheduling
EVV
Client intake
Insurance capture
Parent portal
Taskboards & workflows
Telehealth
Business phone line (Phone)
Call recording & transcription (Phone)
Two-way SMS (Phone)
Inbound & outbound fax (Phone)
Email & secure messaging
AI call summaries (AI + Phone)
Employee records
Credential expiry tracking
Timesheets
Payroll-ready exports
HIPAA compliance
Consents & signatures
Incident reporting
Reporting & dashboards

Everything above is in the Core plan except the items badged AI or Phone, which are the optional AI (+$20/user/month) and Phone (+$10/user/month) add-ons.

Ready to see Wilma® in action?

Get a personalized demo tailored to your practice needs, or start asking Wilma questions right now.