Part II · Appendix 4
Client Folder Checklist
Standards for maintaining client records and required documentation.
Every client folder follows the same nine-tab structure so that any clinician, QA reviewer, or auditor can find what they need in the same place across every record. The diagram below shows what each tab must contain.
Client face sheet
- First page of client profile from ABA software.
- Intake form / initial intake documentation
- Demographic information
- Emergency contact information
Verify existence of digital records
Files may be maintained electronically or in physical form, in accordance with organizational policy. Either way, records must be kept in a secure manner to protect confidentiality and must comply with organizational policies, payer requirements, and applicable federal and state regulations.
The Client Folder Checklist form on the right is the verification instrument staff use to confirm each tab is complete and properly organized. Each tab has its own checkbox plus initials and date fields, and the form closes with the verifying staff member’s signature. Completed checklists are filed in the recipient’s clinical record as audit-ready proof of review.