For Applied Behavior Analysis providers serving autistic children and their families, from a single clinic to a small multi-site group
Know when BCBA supervision falls behind payor and BACB requirements
Each payor expects a level of BCBA case supervision relative to direct therapy, and every RBT needs ongoing supervision to keep their certification in good standing. When a BCBA's caseload gets heavy, supervision slips first. It stays invisible until an audit or a claim review asks for it, and then it is a care quality question and a compliance problem at once.
What it can cost you
Example: 1 BCBA carrying 14 clients falls behind on 4 of them for a month = 4 clients out of step with payor supervision rules, found in an audit instead of the same week.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares case supervision hours with direct therapy hours for each client, month to date, against that payor's requirement.
- Tracks each RBT's supervision hours this month against the BACB monthly minimum and the pace needed to meet it.
- Flags BCBAs whose caseload grew while their supervision hours did not.
- Checks whether enough supervision is scheduled for the rest of the month to close each gap.
- Flags supervision logged without an overlapping direct session when that payor requires overlap.
Where it reads from
- CentralReach
- Rethink Behavioral Health
- AlohaABA
- Motivity
- ABA Insight payor rules database (outside data)
Supervision and protocol modification requirements by payor, from the public ABA Insight database.
What happens when it fires
Clinical directors see which BCBAs and RBTs are behind and by how much. The system suggests where supervision could fit on the schedule; the BCBA decides.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Supervision pace for every RBT and every active client is recalculated nightly and flagged while there is still time left in the month. 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
Is this telling my BCBAs how to supervise?
No. It only compares logged hours against the rules your payors and the BACB set. What happens in supervision is a clinical call.
Payors have different supervision rules. How does it know which applies?
Each client's active authorization tells it the payor, and each payor's requirement comes from the ABA Insight database or a rule you enter. Where a payor has no stated rule, it uses your own internal standard.
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.
- Authorizations expiring without a reauthFlag ABA authorizations nearing their end date with no reauth submitted inside that payor's lead time, so a client's care does not pause.
- 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.
- 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.