For Applied Behavior Analysis providers serving autistic children and their families, from a single clinic to a small multi-site group
Catch ABA authorizations expiring before the reauth goes in
An auth ends and the reauth went in late, because nobody remembered this payor wants it weeks ahead. The client's sessions pause while the family waits, or sessions continue and the claims deny. The end dates are in your practice management system, but each payor's lead time lives in someone's head.
What it can cost you
Example: 3 reauths a quarter submitted late x 2 weeks of paused care each = 6 client-weeks of interrupted treatment, plus denials on any sessions held in the gap.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists every active authorization whose end date falls inside that payor's reauthorization lead time.
- Checks whether a reauth request, updated treatment plan, or progress report has been logged against each one.
- Looks up each payor's lead time and required documents from the payor rules our agents check nightly.
- Flags when a payor changes its lead time or required documents and you have active auths with that payor.
- Counts open reauths by coordinator so one person is not quietly holding all of them.
Where it reads from
- CentralReach
- Rethink Behavioral Health
- AlohaABA
- Motivity
- Google Sheets
- ABA Insight payor rules database (outside data)
Reauthorization lead times and required documents for each payor, from the public ABA Insight database our agents refresh every night.
What happens when it fires
Your auth coordinator gets a ranked list of which reauths to start first and what each payor wants attached. The system drafts the task list and document checklist; a person submits.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every authorization that enters its payor's lead-time window appears in the morning brief before its submit-by date, confirmed by a weekly catch test. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Does the AI see client names or treatment plans?
No. It works from internal IDs, auth end dates, service codes, and whether a reauth is logged. Client details stay inside your practice management system, and your team opens the record there.
Where do the payor lead times come from?
From the public ABA Insight database, where our agents check payor billing and authorization rules every night. If your own experience with a payor says otherwise, you can set your own lead time and the system uses whichever is earlier.
We track auths in a spreadsheet. Does that work?
Yes, if the sheet is kept current. The system can read a shared sheet alongside your practice management system and will flag where the two disagree, which is often where the trouble starts.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for ABA therapy clinics
Seven more things worth watching.
- Sessions scheduled past the authorizationFind ABA sessions booked after an auth end date or past the units approved for a service code, before care is disrupted or claims deny.
- Unsigned notes and sessions not billedCount ABA sessions with unsigned notes or no claim, by staff member and payor deadline, before timely filing limits close. Note content is never read.
- Denial patterns by payor and reasonGroup ABA denials by payor, service code, and reason every night, and match new patterns to payor rule changes before a month of claims repeats them.
- BCBA supervision below payor requirementsTrack BCBA case supervision against each payor's rule and RBT supervision against the BACB monthly minimum, while there is still time to catch up.
- Cancellation spikes by client or staffSpot ABA cancellation spikes by client, staff member, or clinic against their own history, so care slipping or a staff problem gets noticed early.
- RBT and BCBA credential expirationsTrack RBT and BCBA certifications, licenses, and payor enrollment so no one is scheduled on a client after a credential lapses or before it clears.
- Intake-to-start delaysSee which ABA intake step is holding up new families, from benefits check to assessment, treatment auth, and staffing, before they go elsewhere.