Run your entire ABA therapy clinic without per-user penalties. Built-in 15-minute Medicaid billing, instant dual touch signatures, point-of-care mobile notes, and real-time prior authorization burn-down.
"Client met 4 of 5 target milestones with gestural prompting fading to independent. Note finalized in 2 mins."
Maria Vance • 11:02 AM
Sarah Jenkins, RBT • 11:03 AM
Learner: Lucas Vance (DOB: 2018-04-12) • Technician: Sarah Jenkins, RBT
Objective Narrative Summary
"Client engaged actively in peer play activity. Receptive identification of 5 novel animal exemplars mastered with gestural prompting fading to independent. Caregiver debriefed at 11:55 AM with positive reinforcement homework assigned."
Signed by: Maria Vance (Mother) • IP: 172.56.21.9
Signed by: Sarah Jenkins, RBT #RBT-2023-8819
Automated CMS 15-minute unit calculation adhering to the Medicaid 8-minute rounding threshold.
| Date | Client | CPT Code | Duration | Billable Units | Unit Rate | Total Claim | Status |
|---|---|---|---|---|---|---|---|
| 08/28/2026 | Lucas Vance | 97153 | 120 mins | 8 units | $18.75 | $150.00 | Verified & Signed |
| 08/28/2026 | Lucas Vance | 97155 (BCBA) | 60 mins | 4 units | $31.25 | $125.00 | Verified & Signed |
| 08/27/2026 | Maya Lin | 97153 | 180 mins | 12 units | $18.75 | $225.00 | Verified & Signed |
| 08/27/2026 | David Kim | 97156 (Family) | 60 mins | 4 units | $28.00 | $112.00 | Verified & Signed |
Real-time alerts before authorization hours expire, preventing unbillable session leakage.
Est. 3.5 weeks remaining at current utilization rate (16 units/wk)
Compliant with 5% BCBA supervision threshold
Bi-weekly parent training sessions scheduled
Self-service digital intake form (`/intake`) feeds directly into your clinic's pipeline.
Age 4 • Aetna Commercial
Submitted 2h agoAge 7 • Medicaid PeachCare
Submitted YesterdayAge 5 • BCBS GA
Pre-Auth SubmittedAge 6 • CPT 97151
Sched: Sept 5 with Dr. RossConverted to Active Learner
Direct Therapy LiveAutomatic validation of concurrent 97153 (RBT) and 97155 (BCBA) sessions to satisfy Medicaid and BACB requirements.
Therapist: Sarah Jenkins, RBT • Learner: Lucas Vance
Supervisor: Dr. Evelyn Reed, BCBA-D • Protocol Mod & Fidelity Audit
Both service logs automatically cross-link, allowing both the RBT and BCBA to generate independent, Medicaid-compliant reimbursement claims.
Tracking monthly RBT supervision percentage to guarantee 5% minimum standards for BACB & State Medicaid contracts.
Most ABA platforms were acquired by private equity giants. Innovation stopped, prices skyrocketed, and clinic owners were saddled with punishing per-user fees.
When industry RBT turnover averages 60%, paying $85–$120/month per user license burns thousands of dollars on inactive seats, substitutes, and rotating student interns.
Technicians spend 45+ unbilled minutes after their shifts fighting clunky enterprise interfaces just to save a session note. It causes burnout, delayed billing, and clinician turnover.
Missing parent touch signatures, improper 8-minute rounding, and lack of supervisory overlap proof can trigger devastating retrospective Medicaid clawbacks.
Legacy vendors demand $3,000–$5,000 upfront "implementation ransoms" and force you into 2-year non-negotiable enterprise lock-in contracts with annual price hikes.
Adjust the sliders below to your clinic's actual learner count and clinical staffing numbers to calculate instant annual software savings.
Built from the ground up for ABA clinics, RBTs, BCBAs, and clinical billing teams. No third-party plugins or patchwork integrations required.
Mobile and tablet optimized interface for RBTs in clinics, homes, and schools. Captures antecedents, interventions, target behaviors, and prompt hierarchies. Both parent/caregiver and RBT sign directly on glass with tamper-evident audit timestamps.
Built-in CPT fee schedules for 97151, 97153, 97155, and 97156 with customizable payer rates. Automatically applies the Federal 8-minute rounding rule, performs 1-click batch invoicing on verified logs, and tracks payment reconciliation.
Eliminate unbillable therapy sessions. Real-time visual progress meters show authorized hours vs consumed units per CPT code. Configurable threshold alerts notify your clinical director before authorizations run dry.
Give prospective families, pediatricians, and case managers a sleek public intake portal (`/intake`). Inquiries flow directly into your clinic's 7-stage prospective pipeline with automatic guardian confirmations and activity audit logs.
Coordinate RBT 1:1 sessions and BCBA protocol modification (97155) without scheduling conflicts. Automated supervision tracking ensures your clinic satisfies the BACB 5% minimum supervision requirement every billing cycle.
Bank-grade security with granular role-based access control (Superadmin, Clinical Director, Practice Manager, BCBA, RBT). PostgreSQL database-level audit triggers record every modification, view, and export of patient health records.
See why independent clinics and growing multi-site ABA practices are migrating away from legacy enterprise bloatware.
| Feature / Capability |
B
BEATS
|
CentralReach | AlohaABA | Motivity |
|---|---|---|---|---|
| Pricing Model | Flat Tier by Active Clients | $85–$115 / user / mo | $29.99/staff + $11/client | $48 / learner / mo |
| RBT & Staff Account Limits | UNLIMITED (No Seat Tax) | Pay per RBT license | Pay per RBT license | Unlimited users |
| Mandatory Onboarding Fee | $0 (Free Self-Service) | $3,500 – $5,000+ | $500 – $1,500 | $1,000+ |
| Dual Touch Signatures (Parent + RBT) | Built-in Touch Pad | Complex add-on flow | Available | Third-party signature tool |
| Medicaid 8-Min 15-Unit Engine | Automatic with Fee Schedules | Requires billing module | Built-in | No built-in billing |
| Public Self-Service Family Intake (`/intake`) | Included Out of the Box | Separate paid module | Basic form | No CRM intake |
| Prior Auth Unit Burn-Down Alerts | Real-time Metered Warnings | Clunky reports | Available | Clinical only |
| Contract Commitment | Month-to-Month or Annual (-20%) | 1 to 3 Year Strict Lock-In | Annual contract | Monthly or Annual |
| Est. Monthly Cost (25 Clients / 13 Staff) | $349 / mo | $1,275+ / mo | $664 / mo | $1,200 / mo |
From the clinical director managing clinic health to the RBT working 1:1 on the floor.
Eliminate software surprises. Enjoy flat, predictable costs as your clinic grows. Keep tabs on utilization rates, unbilled hours, and authorization burn-down from your executive dashboard.
Effortlessly document supervisory overlap (97155) concurrent with RBT sessions. Monitor BACB 5% supervision minimums and generate comprehensive Medicaid progress reports in minutes.
A distraction-free, 3-minute mobile note experience. No endless dropdowns or confusing submenus. Capture caregiver signatures in 10 seconds before walking out the door.
1-Click batch claims generation from verified service logs. Automated 15-minute unit rounding, CPT rate calculations, and real-time reconciliation against payer payments.
Read how independent clinics upgraded from legacy systems to BEATS and reclaimed their practice margins.
"With 35 learners and 18 RBTs, CentralReach was costing us over $2,100 every month. Every time an RBT moved on, we had to reassign licenses and pay change fees. Switching to BEATS saved our practice $21,000 in our first year alone."
"Our RBTs used to spend their Sunday afternoons finishing notes. With BEATS' mobile touch signature screen, 98% of our notes are signed by parents before the therapist walks out of the client's home. Our billing cycle dropped from 10 days to 24 hours."
"We had a surprise state Medicaid audit in June. The auditor requested 40 random session logs. We pulled the tamper-evident dual signatures, 15-minute unit breakdowns, and BCBA overlap logs in 2 minutes. Zero clawbacks, zero deficiencies."
Have a question about transitioning to BEATS? Here are answers to our most common inquiries.
Speak directly with an ABA clinical operations specialist. We'll show you the exact workflows for your payer mix and calculate your exact license cost savings.
4K UHD • Point-of-Care EHR to Automated Medicaid Billing
"Receptive identification of 5 novel exemplars mastered. Handed iPad to parent for touch verification."
Maria Vance (Mother)
Sarah Jenkins, RBT
56 units left • 3.5 weeks remaining • Safe
See how BEATS eliminates per-user fees and streamlines Medicaid billing for your clinic.