For Applied Behavior Analysis providers serving autistic children and their families, from a single clinic to a small multi-site group
Catch ABA cancellation spikes by client, staff member, or location
A family cancels a few sessions in a row, one RBT calls out most Mondays, or one clinic's cancellations creep up after a schedule change. Each one looks normal on the day. Together they mean a child's care is slipping, and sometimes that a staff member is about to leave.
What it can cost you
Example: 1 RBT with 8 call-outs in a month x 3 hours a session = 24 hours of planned care that did not happen for their clients.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares each client's cancellation rate this month with their own recent history.
- Separates family cancellations from staff call-outs and staff-initiated cancellations.
- Flags staff members whose call-outs cluster on certain days or are rising.
- Counts cancelled sessions that were never rescheduled or covered by another RBT.
- Compares cancellation rates across locations and days of the week.
Where it reads from
- CentralReach
- Rethink Behavioral Health
- AlohaABA
- Motivity
- Gusto
- ADP
What happens when it fires
The BCBA or clinic manager reaches out to the family or the staff member. The system suggests who to check in with and why, using counts only.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Cancellation patterns are compared with each client's and staff member's own baseline every night and flagged in the next morning's brief. 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
Will this be used to penalize families who cancel?
It is not built for that. A run of cancellations is often a sign a family needs a schedule change or more support, and the point is to notice early enough to ask.
Why does it read payroll?
So planned time off in Gusto or ADP is not counted as a call-out. That keeps the staff flags fair.
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.
- 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.
- 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.