For Applied Behavior Analysis providers serving autistic children and their families, from a single clinic to a small multi-site group
Track RBT and BCBA credential expirations before they hit the schedule
An RBT certification lapses, a state license renewal slips, or a new hire is put on a payor's clients before their enrollment with that payor is approved. Sessions get delivered by someone who could not be billed for them, and the claims deny weeks later.
What it can cost you
Example: 1 RBT working 2 weeks with a lapsed certification x 25 sessions a week = 50 sessions that cannot be billed.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Tracks RBT certification, BCBA certification, state license, CPR, and background check dates for every active staff member.
- Flags any credential that expires before sessions already on that person's schedule.
- Checks that each rendering provider is enrolled with the payor of every client they are scheduled with.
- Flags new hires on the schedule while their payor credentialing is still pending.
- Sends renewal reminders ahead of each date and tracks whether proof was uploaded.
Where it reads from
- CentralReach
- Rethink Behavioral Health
- AlohaABA
- Motivity
- Gusto
- ADP
- Google Sheets
- BACB certificant registry (outside data)
Public certification status from the BACB certificant registry, checked against the dates in your system.
What happens when it fires
Staff get renewal reminders on their own. The owner sees only the cases where a lapse would touch a scheduled session, along with the sessions that need coverage.
Autonomy level: Run with a log. The system handles it on its own within limits you set, and records every action for you to check.
What we guarantee
No credential expires on a scheduled staff member without being flagged well ahead of the date and again before the first affected session. 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
We track credentials in a spreadsheet. Can it read that?
Yes. It can read a shared spreadsheet or the staff fields in your practice management system, and it flags where they disagree.
Does it handle payor credentialing too?
It tracks the status and dates you or your credentialing vendor record, and flags scheduling conflicts. It does not submit enrollment applications.
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.
- 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.