For Applied Behavior Analysis providers serving autistic children and their families, from a single clinic to a small multi-site group
Spot ABA sessions scheduled beyond what the authorization covers
The schedule rolls forward on its own. Sessions keep landing on the calendar after the auth end date, or past the units approved for that service code, and nobody notices until the claim denies. Then the family's routine is disrupted and the team scrambles to fix the schedule.
What it can cost you
Example: 1 client scheduled 3 weeks past an auth end date x 10 sessions a week = 30 sessions at risk of denial and a hard conversation with the family.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares scheduled sessions against each authorization's end date, by client ID and service code.
- Compares units already scheduled through the end of the auth with the units the auth has left.
- Flags sessions booked under a service code that is not on the current authorization.
- Flags sessions still tied to an old auth when a new auth exists but the schedule was never moved to it.
- Groups findings by location and BCBA so the right person fixes the schedule.
Where it reads from
- CentralReach
- Rethink Behavioral Health
- AlohaABA
- Motivity
What happens when it fires
The BCBA and scheduler decide together whether to pursue the reauth, adjust the schedule, or talk with the family about a gap. The system only suggests; it never changes the schedule on its own.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
The schedule-to-authorization comparison runs nightly across every active client, and each mismatch is flagged before the session date. 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 about using up every authorized hour?
No. It is about not delivering care the auth does not cover, and catching gaps before they interrupt a client's treatment. How many hours a client receives is a clinical decision for the BCBA and the family.
What if the payor approved the reauth by phone but it is not entered yet?
The flag stays until the new auth is in the system. An auth that is approved but not entered is exactly how claims go out under the wrong number. Once it is entered, the flag clears on the next nightly run.
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.
- 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.