Assigned Provider Roles in Client Cases

Last updated: April 29, 2026

The Assigned Provider selection process determines how providers are categorized within a client case, including whether they function as a Supervising BCBA, Care Team member, or Observing Team member.

This guide outlines the decision logic and the updated behavior for provider assignment, access, and note permissions.

Assigned Provider Options

Supervising BCBA

  • BCBA providers who oversee the case and make treatment plan decisions

  • Must be the rendering/billing provider when applicable

  • Only BCBA providers enrolled with the client’s payer will appear as selectable options

  • Responsible for clinical oversight and authorization alignment

Care Team

  • Providers who actively support care delivery under the supervising BCBA

  • Includes BCaBAs, BA-Candidates, and RBTs

  • May participate in sessions and documentation based on permissions

Observing Team

  • Providers with visibility into the client record but no care delivery permissions

  • Commonly used for unenrolled BCBAs

Provider Assignment Locations

Assignments can be made from either MC or Orbit depending on workflow preference.

From MC (Client Tab)

  1. Navigate to the Client tab

  2. Select either:

    • In Treatment tab

    • Intake tab

  3. Search for the client

  4. Scroll to the far right side of the client record

  5. Click to add or update provider assignments

From Orbit

  1. Open Orbit

  2. Locate the learner

  3. Click the people icon next to the learner’s initials

  4. Add or update provider assignments from there

BCaBA & BA-Candidate Enhancements

Although BCaBA and BA-Candidate providers are now included on the Care Team instead of being listed as a Supervising BCBA, some exceptions allow them to continue seeing clients and completing documentation as usual in supported scenarios.

They will still have access to the following system behaviors:

  • BCaBA and BA-Candidate users are included in the “supervisor present” dropdown for note completion, alongside existing Supervising BCBA options

    • User-facing language has been updated from BCBA-specific wording to “supervisor” terminology where applicable

  • Care Team BCaBA and BA-Candidate users can view and sign their own 97155, 97156, and T1026 notes in Orbit.

  • Care Team BCaBA and BA-Candidate users can create and view session note comments only for their own 97155, 97156, and T1026 appointments

    • BCBAs and clinic owners retain existing broader comment permissions