No PHI needed. Timing varies by payer, product, state, application completeness, and effective date.
Services · the ABA revenue cycle
The ABA revenue cycle, stage by stage.
Nine levels, three acts. Jump to the one that’s hurting, or walk all nine and watch a stronger clinic go up, floor by floor — from your first plan to your next location.
Decide you're really doing this — your own ABA practice.
Pre-flight checklist2 of 4 started4 of 4 ready
Business entity (LLC or PC)WaitingDone
EIN from the IRSTo doDone
Type 2 NPI for the clinicTo doDone
CAQH profileStuckDone
this is where clinics get stuck.
Unclear prerequisites can delay setup. We map the entity, NPI, profile, and payer requirements in the order that applies to your practice.
What we ranA free 30-minute call to map your starting pointAn honest answer on what billing will actually cost youA simple path from idea to your first billable client
What we needed from youWhere you are todayWho you want to serveA rough timeline and budget
In plain English: Before any paperwork, decide what your clinic will be — who you'll serve, which payers you'll take, and roughly when you want your first client.
Words to know
30 min · Free intro call0 · Lock-in or contract1 week · To a clear plan
Goals we hold ourselves to — not guarantees. Board examples use made-up data.
3
Level 03 · Foundations · not built yet
Get in-network with the Medicaid and commercial payers you need.
High leak risk
What we ranWe file, track and follow up, payer by payerReplies to payer requests within 3 business daysA live status board, so you know where each application is
What we needed from youSigned payer applicationsUpdated CV and licensesQuick replies to our questions
In plain English: Get each insurance company to accept your clinic and your BCBAs, so they'll pay for the sessions you deliver.
Words to know
Tracked · Payer status and next action3 days · To answer payer requestsLive · Status board you can read
Goals we hold ourselves to — not guarantees. Board examples use made-up data.
Milestone: “You're in-network.” — build levels 1–3 to reach it
II
Act II · levels 4–7 · 0 of 4 built
Operations — run the weekly engine
4
Level 04 · Operations · not built yet
Document benefits and open questions before scheduling.
High leak risk
What we ranBenefits verified before the first sessionA plain-English cost summary for familiesAn intake checklist, so nothing reaches billing half-done
What we needed from youClient detailsInsurance card, front and backReferral or prescription if needed
In plain English: Before a child's first session, confirm what their insurance covers and what the family will owe.
Words to know
24h · Benefits check turnaroundEvery · Client verified before session oneWritten · Cost-share estimates, subject to payer processing
Goals we hold ourselves to — not guarantees. Board examples use made-up data.
7
Level 07 · Operations · not built yet
Chase every claim we can legitimately win — including the ones payers fight.
High leak risk
What we ranInitial review target: 2 business days — never parkedAppeals with the right clinical and coding languagePayments posted and reconciled against your EOBs
What we needed from youForward payer letters quicklyAnswer clinical questionsSign appeal forms
In plain English: Collect what you're owed — and push back, with the right paperwork, when a payer says no.
Words to know
2 days · Operating target for initial denial review<5 days · Internal appeal-preparation target, when records are readyEvery · EOB reconciled
Goals we hold ourselves to — not guarantees. Board examples use made-up data.
9
Level 09 · Scale · not built yet
Hire BCBAs, take more families, open the next location.
What we ranStart enrollment early and verify written effective datesBilling capacity that grows without re-hiringReporting your bank, board or partners can trust
What we needed from youHire date and payer mixNew BCBA license and CVA heads-up on new locations
In plain English: Add BCBAs, families and locations without your billing falling behind.
Words to know
Verified · Written payer-effective datesReviewed · System capacity as you growBoard-ready · Reporting
Goals we hold ourselves to — not guarantees. Board examples use made-up data.
Milestone: “This is the clinic you dreamed about.” — build levels 8–9 to reach it
one free call · no lock-in
Now let's build it for your real clinic.
Bring one billing problem. We’ll identify the first records and workflow steps to check, then outline a practical next action. Claim-level confirmation may require further records.
