Features & Clinical Capabilities | BEATS

MODULE 01 • POINT-OF-CARE EHR

Point-of-Care Mobile Session Notes & Dual Touch Signatures.

Say goodbye to paperwork backlogs. BEATS gives technicians an intuitive mobile screen optimized for touchscreens and tablets. Session logs take under 3 minutes to complete, ensuring technicians finish documentation while still with the learner.

Dual Glass Touch Signature Pad: Both caregiver/guardian and technician sign directly on mobile devices with cryptographic timestamping and IP capture.

Behavior & Prompt Hierarchy Tracking: Log baseline vs treatment frequency, duration, ABC data, and prompt levels (Independent, Gestural, Verbal, Model, Full Physical).

Automated Unit Counter: Calculates exact 15-minute billing units adhering to Medicaid 8-minute rounding threshold as session times are entered.

Mobile Touch Signature Preview

iOS / Android Ready

Session Time: 1:00 PM – 3:00 PM (120 min)

Billable Units: 8 Units (CPT 97153)

Guardian Signature Canvas

Parent: Maria Vance Signed: 3:02 PM EST

Batch Unbilled Invoice Sweep 100% Rounding Rule

Lucas Vance • 97153

120 mins • 8 Units @ $18.75

$150.00

Lucas Vance • 97155 (BCBA)

60 mins • 4 Units @ $31.25

$125.00

Maya Lin • 97153

180 mins • 12 Units @ $18.75

$225.00

Batch Total (3 Sessions): $500.00

MODULE 02 • REVENUE CYCLE MANAGEMENT

Automated 15-Minute Medicaid Billing & Invoicing.

Stop calculating 8-minute rounding rules by hand or relying on error-prone spreadsheets. BEATS automatically audits session duration against federal billing rules, applies client-specific fee schedules, and creates clean CMS-1500 claims.

CPT Fee Schedule Engine: Supports 97151 (Assessment), 97153 (Direct 1:1), 97155 (Protocol Modification), 97156 (Family Guidance), and custom state Medicaid modifiers.

Batch One-Click Invoicing: Pull all signed and verified service logs across the clinic and compile them into clean invoices in under 10 seconds.

A/R & Payment Reconciliation: Record ERA/EFT payments, write-offs, and copays directly against invoice line-items for audit-ready accounting.

MODULE 03 • AUTHORIZATION RADAR

Real-Time Prior Authorization Burn-Down Meters.

The #1 cause of uncollectable ABA revenue is delivering sessions after insurance authorization hours have been exhausted. BEATS tracks unit consumption in real time and alerts your clinical team weeks before hours expire.

Multi-CPT Authorization Tracking: Track discrete unit pools for direct therapy (97153), supervision (97155), and parent training (97156) independently.

Runway Projections: Predict exact expiration dates based on current scheduling velocity, giving BCBAs ample time to submit re-evaluations.

Over-Service Blocking: Prevent accidental scheduling and logging of unbillable sessions when units reach 100% threshold.

Client Authorization Status: Lucas Vance Auto-Audited

CPT 97153 Direct 1:1 184 / 240 Units (77%)

56 units remaining • ~3.5 weeks of therapy runway

CPT 97155 BCBA Supervision 36 / 40 Units (90%)

⚠️ 4 units left: Reauthorization packet required immediately.

Public Intake Submission at /intake Try Form →

Prospective Learner: Maya Lin New Web Lead

Parent: Robert Lin • Phone: (404) 555-0199 • Diagnosis: F84.0 ASD

Stage: 2. Insurance Verification 1-Click Convert to Patient

MODULE 04 • CLIENT ACQUISITION CRM

Public Self-Service Family Intake Portal.

Never lose a prospective family referral to email inbox chaos. BEATS provides a dedicated public intake page (`/intake`) that you can embed on your clinic website or send to pediatricians and school case managers.

7-Stage Intake Funnel: Move prospective families through Initial Contact → Clinical Review → Insurance Verification → Intake Assessment → Active Patient.

Automated Guardian Notifications: Send instant confirmation emails upon submission and track all phone call and intake notes in an immutable activity log.

MODULE 05 • CLINICAL SUPERVISION

BCBA Supervisory Overlap (97155) & BACB 5% Compliance.

Supervision compliance shouldn't require manual math at the end of every month. BEATS automatically correlates RBT direct hours with BCBA supervisory overlap, ensuring 100% compliance with BACB 5% standards and Medicaid audit requirements.

Concurrent Overlap Cross-Linking: Both RBT (97153) and BCBA (97155) can log the same session window without creating double-billing flags.

Credential Expiration Alerts: Monitor RBT 40-hour renewals, BACB certifications, CPR credentials, and background check dates automatically.

RBT Supervision Compliance Dashboard Monthly Audit

Sarah Jenkins, RBT 8.4% Supervised (≥ 5% Target)

Direct Hours: 110 hrs • Supervised Overlap: 9.2 hrs

Michael Torres, RBT 6.1% Supervised (≥ 5% Target)

Direct Hours: 95 hrs • Supervised Overlap: 5.8 hrs

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