Built for ABA practices
Authorization tracking, session documentation, and billing built for the way ABA actually works
ABA practices run on prior authorizations, unit counts, and insurance scrutiny that most EMRs were never designed to handle. BCBAs supervise. RBTs deliver. Payers audit. StrataEMR keeps authorization units tracked, session notes defensible, and claims moving without a billing team buried in denials.
Trusted by Hundreds of Physical, Occupational and Speech Therapy Clinics
8 Locations
11 Therapists
18 Therapists
3 Locations
4 Locations
6 Therapists
5 Therapists
How it works
Built for ABA from authorization to claim
Four places StrataEMR keeps ABA practices ahead of unit counts, supervision requirements, and payer scrutiny.
Step 1
Authorization units tracked at the patient level
ABA payers approve units, not visits. StrataEMR tracks authorization units per CPT code per patient — 97151 assessment, 97153 direct treatment, 97155 BCBA supervision, 97156 family training, 97158 group treatment — and decrements them as each session note is completed. Reauthorization tasks surface before the units run out, not after a session has already been delivered without coverage.
- Units tracked per CPT code per patient
- Live decrement as session notes complete
- Reauthorization tasks surfaced before exhaustion
Step 2
Session documentation built for high-volume delivery
An RBT delivering three sessions a week per patient cannot rebuild a note from scratch every visit. Daily session notes auto-clone the prior note, carrying goals targeted, programs run, and behavior categories forward. The clinician documents what changed during this session — data collected, behaviors observed, prompts faded — instead of restating the program from the beginning every time.
- Auto-clone of prior session note per patient
- Goals and programs carried forward automatically
- Documented per CPT code with units billed
Step 3
BCBA oversight without the administrative drag
Every session note delivered by an RBT requires BCBA supervision attestation. The supervising BCBA's name and credentials are captured on the session note. BCBA caseload visibility shows every patient under a supervising clinician, with session notes awaiting review queued in one place. Supervision documentation is treated as a clinical requirement, not a checkbox added at the end of the week.
- Supervision attested on every RBT-delivered note
- BCBA caseload visibility per supervising clinician
- Notes awaiting review queued for the supervisor
Step 4
ABA billing that knows the rules
The StrataPT billing team works inside the EMR and knows ABA-specific procedure codes, unit math, and payer rules. Pending claims, denials, and appeals are handled by billing staff who understand 97151 through 97158, place-of-service distinctions between home (POS 12) and office (POS 11), and the credentialing holds each payer requires before a BCBA's claims can be submitted. Document completion gating blocks a session note from being marked complete unless authorization is active for the CPT code, the staff member's type matches the code, BCBA supervision is attested, and required selections are filled.
- ABA-fluent billing team inside the EMR
- Completion gating per session note
- Credentialing holds tracked per payer
What's in the workflow
Every ABA touchpoint, covered
Authorization tracking, supervision capture, staff scoping, and an in-house billing team that knows ABA codes.
Authorization unit tracking
Authorization units tracked per CPT code per patient. Units decrement as session notes are completed and reauthorization tasks surface before they run out.
Daily note auto-cloning
Session notes auto-clone the prior note for the same patient and CPT code. Goals, programs, and behavior categories carry forward so the RBT documents what changed.
Staff Type enforcement
Staff Type per discipline — RBT, BCBA, BCBA-D, Admin — controls which CPT codes a staff member can document under and which patients they can access.
Document completion gating
Session notes cannot be marked complete without active authorization, matching staff type, attested BCBA supervision, and completed required selections.
BCBA caseload visibility
Supervising BCBAs see every patient on their caseload and every session note awaiting review in one place. Supervision history is preserved when an RBT leaves.
Clarity Panel
Per-patient financial summary covering charges, payments, adjustments, and outstanding balance. Owned by the billing team, visible to owners.
StrataPT billing team
Billing staff fluent in ABA-specific procedure codes and unit math work inside the EMR. Pending claims, denials, and appeals handled without a secondary platform.
Credentialing holds per payer
Each payer's credentialing requirements are tracked per staff member. Claims for a BCBA who is not credentialed with a payer are held until the credential clears.
Full capability set
One platform. Built for ABA.
Everything below is included. No per-user fees. No per-location pricing.
Authorization management
- · Authorization units per CPT code
- · Live decrement as session notes complete
- · Reauthorization deadline tasks
- · Authorization expiry tracking per patient
- · Auth number captured on every claim
- · Per-CPT unit limits enforced
Documentation
- · Auto-clone session notes per CPT code
- · Goals and programs carried forward
- · Behavior log and data trial capture
- · ABA-scoped templates (97151–97158)
- · Inherit Patient Intake
- · Document amendment with versioning
Supervision and access controls
- · BCBA supervision attestation
- · Supervising BCBA captured on every RBT note
- · BCBA caseload visibility
- · Staff Type per discipline (RBT, BCBA, BCBA-D, Admin)
- · Inactive staff status preserves supervision history
- · Per-patient staff assignment
Compliance and completion
- · Document completion blocks
- · Active authorization required per CPT
- · Staff Type must match CPT code
- · BCBA supervision attestation enforced
- · Required selections per template
- · Two-factor authentication
Billing and RCM
- · StrataPT billing team fluent in ABA codes
- · Clarity Panel per patient
- · Pending Charges
- · Accounts Receivable
- · Place-of-service tracking (POS 11, POS 12)
- · Denial follow-up and appeals
- · Credentialing holds per payer
Reporting
- · Authorization Utilization
- · Visit Totals by CPT
- · Payer Analysis
- · Average Reimbursement by Payer and CPT
- · Supervision Hours by BCBA
- · Patient Balance
- · Patient Discharge
Permissions
- · Front Desk
- · Clinical Staff
- · Therapy Director
- · Practice Administrator
- · Business Owner
- · Limit Financial Features modifier
- · View Only Own Schedule modifier
- · Prevent Document With Billable Charges Completion
Patient engagement
- · Appointment reminders (text, email, voice)
- · Balance alerts
- · Patient portal
- · Authorize.net online payments
- · Recommended collection amount per visit
- · Scan-to-pay copay flow
FAQ
Common questions from ABA practices
Authorization managed. Sessions documented. Claims paid.
See how StrataEMR runs unit tracking, BCBA supervision capture, and ABA billing in one workflow.