Does Your ABA Therapy Clinic Need Practice Management Software?
Do you face problems while billing for your ABA services and collecting payments? Is your schedule always disturbed and clients keep complaining about difficulties in scheduling appointments?
Have you ever considered adopting an ABA practice management software? ABA practice management software manages every aspect of your therapy practice. The right software can significantly impact how smoothly your team functions and how focused you are on your clients.
Practice management software organizes all aspects of day-to-day business operations and collects and saves all the vital information which can be used as per requirements. This saves time and makes it more convenient for the ABA providers to utilize that time for providing therapy and care to clients.
ABA practice management software helps practices to ease processes like authorization tracking, Data Collections and BIP, clinical documentation, and much more.
Let’s go through the reasons you need to adopt an ABA practice management software.
Smart Scheduling
You might often be in a situation where you have few appointments, which give ample time to manage all personal and office work, while there are times when you have more appointments than you can handle. When there are clients more than the capacity you can handle, the quality-of-care decreases, leaving the clients unsatisfied. All this confusion occurs because of scheduling errors caused by ineffective manual systems. The scheduling error destroys the trust parents have in their ABA practice.
Practice management systems remove timeline errors and schedule appointments based on your availability. You can add your leave or vacations so that clients do not schedule during that time.
Conveniently Notify Changes in Routine
Clients regularly book therapy appointments based on a fixed schedule when they need to visit you. But sometimes, you are unavailable due to some other urgent work or taking a well-deserved vacation. While you are at a place where you can’t attend to the clients, they might have to communicate with you regarding their therapy or might have questions. Should the client connect with another therapist at your practice or altogether cancel the appointment? These questions often trouble ABA therapists when they are not available.
ABA practice management software informs the clients about the current and future unavailability of the therapist and lets you send updates to the clients on your routine change.
Handle Payroll and Track Hours
Do you spend too much time looking for the team members who are prone to arriving late and leaving early? You might often struggle to track the working hours of each team member. Practices sometimes overpay their staff because they cannot follow their working hours, especially if services are provided in-home that involves drive times by the therapists.
Practice management software simplifies keeping track of these hours. It tracks all the vital details and keeps all the information in a single place. ABA practice management software makes it easy to track your staff’s hours and the way they interact with the clients. This tracking helps to handle payroll without any errors.
Clinical Documentation
Timely and accurate documents are vital for service justification and client progress. Collecting and accessing client records manually or on paper is costly and time-consuming. It increases the chances of delays, mistakes, and misplacements. There is always a limited space where client documents can be fit, and soon the immense volume of records, especially paper ones, will become a nightmare for your administrative staff.
ABA practice management software automatically collects and processes client documents. It catches incomplete or missing documentation, ultimately removing the manual errors. Precise documentation eliminates coding errors and saves cost and time for you. It eventually removes wastage and enables you to grow revenue.
Keep Up with Billing
Clients who do not take care of their portion of the financial responsibility, drastically affect the ABA revenue system. Payments from the clients often are reduced, because of the cracks in the billing and patient collection system. You can keep tracking and smoothly running your system until your bills are paid on time.
Practice management software makes it simple to collect payments and streamline your ABA billing process. You can automatically bill clients when needed. You can send the pending bills to the parents while they try to schedule a new appointment. You can also send payment reminders and invite them to make payments.
ABA practice management software is the most effective way to streamline, organize and run your processes. It provides you with tools to grow as an ABA practice. Practice management software is crucial for every ABA therapy to take on more clients for therapy while also growing the revenue.
Connect with Artemis if you are searching for the best ABA software. We provide all the features needed to achieve your business goals.
Artemis is an ABA Therapy software that provides best-in-class AI-enabled Clinical, Operations, Practice Management, and Billing software. Built-in the Salesforce Cloud, Artemis provides workflow automation using AI-based technology. It transforms the ABA Therapy space with its innovative offering.
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FAQs


ABA providers are grappling with high staff turnover (up to 65%), rising burnout, administrative overload, and stagnant reimbursement rates. These challenges directly impact care continuity, clinical outcomes, and operational performance.


Operational inefficiency costs ABA teams up to 10 hours per staff member per week, contributing to burnout, denied claims, and longer accounts receivable (A/R) cycles. These inefficiencies ultimately result in reduced revenue and patient dissatisfaction.


Burnout leads to costly turnover, lower client retention, and decreased productivity. Recruiting and replacing a BCBA or RBT can cost up to $5,000 per hire, plus months of lost revenue and disruption to morale.


High-performing ABA organizations invest in clear career pathways for BCBAs and RBTs, align compensation with market benchmarks, and foster peer-led mentorship, flexible schedules, and wellness programs.


Automation tools like Plutus Health's Zeus streamline eligibility verification, denial management, and billing, reducing manual workloads by 5–10 hours weekly per clinician and improving clean claim rates by 95%.


Outsourcing revenue cycle management can improve collections, reduce denials by up to 30%, and free clinicians from billing-related admin tasks, resulting in better client care and financial outcomes.


One $200 million ABA network partnered with Plutus Health to automate eligibility and accounts receivable (A/R) processes. The result: $2M reduction in legacy A/R and a 97% Net Collection Rate.


By improving operational efficiency, investing in technology, and ensuring workforce stability, ABA leaders can align outcomes with reimbursement. Plutus Health supports this transition with scalable RCM and automation strategies.
FAQs


ABA therapy billing is the process of submitting claims to insurance or Medicaid for Applied Behavior Analysis services provided to individuals with autism or developmental disorders. It includes using correct CPT codes, proper documentation, and adherence to payer-specific policies.


Common CPT codes for ABA therapy in 2025 include:
- 97151 – Assessment and treatment planning
- 97153 – Direct therapy with the patient
- 97155 – Supervision and modification of behavior plan
- 97156 – Family adaptive training
- Always check with payers for any annual changes.


To bill Medicaid for ABA services, providers must ensure credentialing is complete, services are pre-authorized, and claims use the correct codes and modifiers. Medicaid requirements vary by state, so always follow state-specific billing rules.


Common ABA billing mistakes include:
- Incorrect or missing CPT codesplan
- Lack of documentation or treatment
- Uncredentialed providers rendering services
- Submitting duplicate or late claims


Without proper credentialing, providers can’t get reimbursed. Insurance and Medicaid require that BCBAs, RBTs, and organizations are credentialed and contracted. Delays in credentialing often cause revenue losses and claim rejections.
FAQs


CMS proposes a 2.4% increase in Medicare ASC payment rates, contingent on meeting ASCQR quality reporting requirements. Plutus Health helps ASCs meet these compliance benchmarks by integrating quality reporting data into RCM workflows, ensuring eligibility for full payment updates.


The ASC Covered Procedures List will expand by 547 procedures, including cardiology, spine, and vascular surgeries. Plutus Health supports expansion into new service lines by customizing RCM processes for high-acuity procedures, minimizing claim denials during the transition.


Site-neutrality narrows the payment gap with hospital outpatient departments, enhancing ASCs' cost-efficiency appeal. Plutus Health helps leverage this advantage in payer negotiations by providing performance dashboards and cost-justification analytics to secure stronger reimbursement terms.


Complex procedures increase denial risk and slow cash flow. Plutus Health's automation-first RCM model delivers 95%+ clean claim rates, reduces A/R days, and safeguards margins, even as your case mix becomes more complex.