For Applied Behavior Analysis providers serving autistic children and their families, from a single clinic to a small multi-site group
See where new ABA clients are stuck between referral and first session
A family calls and the referral comes in. Then the case moves through benefits checks, the assessment auth, the assessment, the treatment plan, the treatment auth, and staffing, and every step has a different owner. When one stalls, the family waits, nobody has the whole picture, and some families go elsewhere.
What it can cost you
Example: 12 families in intake x 3 extra weeks stuck at one step = 36 family-weeks of waiting for care that could have started sooner.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Counts open referrals by stage and how long each has sat there.
- Flags assessment auths that are approved with no assessment scheduled.
- Flags treatment plans that are written but not yet submitted to the payor.
- Flags treatment auths that are approved with no RBT matched or no first session booked.
- Compares time in each stage with your own recent average, by location and payor.
Where it reads from
- CentralReach
- Rethink Behavioral Health
- AlohaABA
- HubSpot
- Google Sheets
What happens when it fires
Intake and staffing leads get a short list of stuck cases and the next step for each. The system drafts the follow-ups, such as a payor status check or a staffing request.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every open referral is checked nightly, and any stage that runs past your set limit is flagged the next morning. 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
Our intake lives in a CRM, not CentralReach. Can it follow both?
Yes. It can read intake stages from a CRM or a shared sheet and connect them to the client record once it is created, using internal IDs only.
Does this include waitlisted families?
It can. Families waiting on a staffing match are counted separately, so you can see whether the bottleneck is approvals or hiring.
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.
- 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.