For Applied Behavior Analysis providers serving autistic children and their families, from a single clinic to a small multi-site group
Find unsigned ABA session notes before the timely filing window closes
The session happened, but the note is unsigned, so it never converts to a claim. A few per RBT each week does not look like much until one payor's timely filing window closes and those sessions can no longer be billed at all. The care was given and the paperwork ran out of time.
What it can cost you
Example: 25 unsigned notes a week x $60 average session claim = $1,500 a week sitting unbilled, and any that age past the payor's filing limit are written off.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Counts completed sessions with no signed note, by staff member and days since the session.
- Counts signed notes that have not converted to a claim.
- Compares the age of each unbilled session with that payor's timely filing limit.
- Flags staff whose unsigned count is rising week over week.
- Reads only whether a note is signed, never what the note says.
Where it reads from
- CentralReach
- Rethink Behavioral Health
- AlohaABA
- Motivity
- ABA Insight payor rules database (outside data)
Timely filing limits for each payor, from the public ABA Insight database.
What happens when it fires
Staff with unsigned notes get a short morning reminder with their own count, and the owner sees only the sessions getting close to a payor deadline. Reminders run on their own once you approve the wording.
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
Reminders go out every business morning, and no session reaches a payor's filing deadline without appearing in the brief first. 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 read our session notes?
No. It checks whether a note exists and is signed, along with the session date and payor. It never opens, reads, or summarizes note content.
Our RBTs already get reminders in CentralReach. Why add this?
Those reminders are per person. This adds the owner's view: which payor deadlines are actually at risk and which staff members have a pattern, so you are not chasing every unsigned note equally.
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.
- 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.