Remember the web-to-mobile crisis that hit Facebook in the late 2000s? At the time, it was seen as a significant risk to the tech giant’s future. Fast forward to today, many ABA therapy technology companies find themselves in a similar quagmire. Initially starting with web-only platforms, they tacked on mobile interfaces as an afterthought, leading to what we now recognize as a serious oversight.
The Practical Challenges of Separate Web and App Interfaces
When web and app experiences feel like they’re from two different eras, users are the ones who suffer. They’re forced to master two systems instead of one, doubling the learning curve and halving the efficiency. It’s not just about user frustration; this separation creates real data synchronization headaches. If one platform updates without considering the data on the other, you’ve got a recipe for data integrity disaster.
But the implications stretch beyond usability. Separate platforms can spell technical disasters, risking outages that can cripple entire systems. The healthcare sector has seen its share of such fiascos, where misaligned data syncing caused significant downtime, affecting critical patient services.
Some companies have attempted to patch up this issue by linking devices with a web browser. However, this band-aid solution opens up a Pandora’s box.
Embracing React Native for Responsive Design
The answer may lie in embracing technologies like React, which ensures responsive, consistent design across devices. This isn’t just a nice-to-have; it’s rapidly becoming the gold standard in app development.
Facebook tackled the web-to-mobile crisis by developing React Native, which brought modern web techniques to mobile development. This solution allowed Facebook engineers to build apps with a consistent user experience across web and mobile platforms, leveraging the benefits of React, like declarative UIs, while still using native components. React Native was a game-changer, enabling faster development cycles and cross-platform work without compromising on the quality of the user experience.
Unlike Facebook, legacy ABA tech platforms lack the resources needed to engineer such an elegant solution. Instead, they often pass the buck to their customers, expecting them to juggle between disjointed systems. Thankfully, the technology that Facebook developed is now being used by startups like Raven Health, unleashing the power of the platform and giving clinicians a clean, unified mobile/web experience. It’s 2024, and it’s time for ABA tech to catch up — ensuring that therapists can focus on what they do best… without technology getting in the way.
Paraphrasing the old ABA therapy adage, if you gather 100 BCBAs in a room you’ll find 100 unique approaches to treatment. This is both the beauty and the challenge of the field: the need for personalized programs that resonate with the individuality of each client. After all, when no two clients are alike, a one-size-fits-all method just won’t cut it. The very diversity in administration is not a bug; it’s a feature that makes ABA therapy profoundly special and effective.
One Size Fits None: The Dilemma of Standard Data Collection Platforms
Unfortunately, too many data collection platforms in the market haven’t caught up with this reality. They come with rigid programming, offering a set menu of prompts that are about as flexible as a steel rod. Clinicians find themselves in a maze of scroll bars, zoom tools, and endless clicking — all just to input data that should be straightforward. It’s a classic case of the tool defining the craft, not the other way around. This rigidity constrains BCBAs, forcing them into a mold that might not serve.
Tailoring ABA Therapy: Features that Speak ‘Flexibility’
The gold standard for any clinical programming is flexibility. When shopping for an electronic data collection platform, it’s essential to prioritize one that bends to fit your clinic’s needs, not the other way around. Here’s what to look for:
A program library that empowers BCBAs to create new programs from templates or from the ground up.
Mastery criteria and thresholds that are as customizable as your approach to each client.
A customizable prompt library, ready to be tailored to the nuances of specific programs.
A user-friendly interface that not only is a breeze to navigate but also allows clinicians to quickly identify top-performing programs.
Conclusion: The Power of Flexibility in Data Collection
The ubiquity of pen and paper data collection in ABA therapy speaks volumes about the unmatched flexibility it offers. However, the drawbacks of shunning modern data collection platforms far outweigh the benefits of sticking to old methods. As you contemplate integrating a new platform into your practice, weigh the benefits of digital efficiency against the potential for clinical constraint. The right data collection platform should feel like a natural extension of your expertise, not a straightjacket limiting your clinical creativity. So, when you take that step forward, make sure the platform you choose allows your clinic — and your clients — to move with you, stride for stride.
Remember the pre-smartphone era? Those of us who grew up in the 90s might recall lugging around a backpack filled with a flip phone, calendar, calculator, notebook, and a small library’s worth of schoolbooks. Fast forward to today, and all those items have been condensed into one sleek device that slips into your pocket. The digital transformation has reshaped our personal lives and, finally, it’s reshaping healthcare too.
In the past decade, digital healthcare tools have evolved from a jumble of disjointed applications to cohesive, all-in-one platforms. For growing ABA therapy clinics, this integration has arrived not a moment too soon. These comprehensive data collection and practice management solutions allow BCBAs to reduce administrative clutter and dedicate themselves to what truly matters: unparalleled client care.
Digital tools should solve clinic problems, not create them
The era of using multiple digital healthcare solutions brought about integration headaches. Problems could spiral into a blame game among vendors, leaving clinics in a bind. As Richard Wagner, Raven Health’s CEO put it, “Having a single ‘throat to choke’ simplifies everything. Clinicians don’t want to hear from Vendor A to call Vendor B and vice versa.” The challenges don’t stop there:
Multiple systems mean multiple onboarding processes, complicating what should be a streamlined operation.
Piecing together disparate systems can inadvertently lead to HIPAA compliance nightmares, like exporting sensitive session data into insecure environments.
Costs add up when you’re paying for several solutions. An all-in-one platform often provides not just better value, but better pricing through bundled services.
All-in-one platforms: not only cutting down workflow complexity, but enhancing operational efficiency
Small clinics in particular feel the strain of integrating point solutions, lacking the deep tech teams necessary to overcome technical hurdles. But the workflow challenges are even more daunting, given that most applications aren’t designed to play nice with others. Enter the all-in-one platform, a beacon of administrative simplicity. Let’s look at what this means in practice:
Workflow automation: Session data flows seamlessly into billing tools, reducing the time to reimbursement and minimizing claim denials.
Easy audit management: Keeping track of compliance becomes less of a chore.
Centralized business operations: Admins can manage everything—from user access to reporting—through a single interface.
Conclusion
As ABA clinics expand, the ability to provide superior care with efficient back-end operations is not just an advantage — it’s essential. An all-in-one platform can be a useful tool in helping streamline administrative back-end complexities, helping a clinic shift the majority of their focus to delivering life-changing care.
Could today be the day that the stars and the moon have aligned, and you are ready to take the plunge into business ownership? After weighing the pros and cons, you are determined to become the founder of your very own ABA clinic. Congratulations! First step, don’t quit your day job, just yet. Before you fully jump in, let’s make sure you have checked most of the boxes to be ready for self-employment.
Legal entity, business name and structure The type of corporate structure determines your liability, business registration requirements, and how you will file taxes.
Registration, federal and state tax ID, licenses and / or permits LLCs, non-profit entities,or corporations will need to file with the federal government. An Employee Identification Number (EIN) allows you to pay federal taxes and state income, along with employment taxes. Be sure to apply for any required permits or licenses, hire employees, and set up a business bank account.
Determine which type(s) of business insurance you need to start operating General liability insurance vs. property insurance vs. income insurance vs. worker’s comp vs. data breach coverage should be considered depending on the business model, scope, and size of the organization.
Choose a bank and set up a business account Separate business and personal funds, whether for spending or receivables, protect your interests. Be sure to consider personal relationships, potential lines of credit, credit cards, and small business support when choosing your banking institution.
Set up an accounting system Consult with a professional if you do not have the knowledge and experience to be organized and compliant with federal and state tax laws.It is important to establish a system for filing financial statements and reports, as well as tracking profits and losses, based on an annual budget and projections.
Determine which tools, equipment, technology, and electronic platforms are needed to operate the business Whether home-based or center-based, certain technologies and platforms will be necessary to operate the business. Are you a Mac or PC fan? Microsoft vs. Apple platforms will determine, by design, options for business tools and technology resources. Clinical data gathering, billing platforms, monitoring KPIs, HRIS, ATS, and more influence how to document, bill claims, make data-driven business decisions, recruit, select, hire, and document and retain team member information. Don’t be overwhelmed… Remember, start small, think big.
These steps may not seem glamorous or fun, however, it is essential to check the boxes to ensure you are set up to succeed and to protect your personal and professional interests for the long term.
These resources are neither endorsed nor supported by J2Jacobson Consulting, LLC or Raven Health and are simply provided to assist in expediting your research for starting an ABA provider company. We invite you to demo Raven Health ABA EHR and associated tools ABA Data Collection & Practice Management Software | Raven Health and to reach out to J2Jacobson Consulting Home (j2jacobsonconsulting.com) as you launch your journey into entrepreneurship.
Next Up:
The four (4) C’s: cash, credentialing, contracting, clinical model
In the fast-paced world of Applied Behavior Analysis (ABA) therapy, few tasks stir as much frustration among Board Certified Behavior Analysts (BCBAs) as the drafting of session notes. These detailed records are not mere paperwork; they are the backbone of high-quality client care, critical for securing payer reimbursements, and pivotal in the grand scheme of healthcare documentation. Getting technicians to efficiently produce accurate, consistent, and clinically relevant is critical. Thankfully, the latest advancements in ABA therapy technology have revolutionized the process, enabling swift and precise documentation of session notes.
Session Note Templates: A Lifeline in Documentation
Imagine a scenario all too common in the healthcare industry: a Department of Labor (DOL) audit, leading to a substantial fine for an ABA therapy clinic. The offense? Requiring hourly therapists to complete session notes off the clock. And yet this was exactly what happened to a Raven Health customer in the past when they were using pen and paper to do their data collection. “Due to the heavy manual documentation requirements, our techs were completing their session notes during down time over the weekend,” the clinic’s Clinical Director shared with Raven. “Unfortunately this led to a huge headache with the audit and later settlement.” This real-life example underscores the gravity of accurate and timely documentation.
With tools like session note templates, providers can use technology to greatly simplify the session note capture process. By providing a structured format for data collection, these templates ensure that information aligns with payer requirements, mitigating the risk of errors. Moreover, they expedite the claim submission process, preventing costly delays and fostering a smoother workflow.
Session Note Management Tools: The Administrative Compass
Beyond templates, session note management tools offer a comprehensive solution to one of the most daunting aspects of clinic administration. These systems actively monitor the completion status of session notes, alerting technicians and clinicians to areas that require further attention. The benefits are two fold: First, these tools uphold clinical excellence by steering technicians toward detailed observations that align with clinicians’ expectations, thereby enhancing the overall quality of care. Second, they ensure regulatory compliance, a safety net in the event of payer audits.
Conclusion: A New Era for Session Notes
The narrative surrounding session notes in ABA therapy is changing. No longer the bane of a BCBA’s professional life, session note creation and management have been reimagined as streamlined processes, thanks to innovative, AI-based technology. With these tools, clinics can now deliver exceptional care, assure compliance, and optimize operational efficiency, all the while keeping their focus where it truly belongs – on the client.
Data-driven decision-making is at the core of Applied Behavior Analysis (ABA). Technology advancements continue to shape how behavior analysts and other ABA professionals approach client care. Traditional pen-and-paper documentation is steadily giving way to innovative digital solutions. Using technology for data collection improves accuracy and efficiency and allows behavior analysts to more rapidly make data-driven decisions to improve client outcomes.
Importance of Data Collection for Children with Autism
The vast majority of ABA clinicians, over 70%, work within the autism population (BACB). Each child is unique and requires individualized, data-driven care. As such, ABA clinicians know the importance of accurate and efficient data collection for driving the best possible outcomes. Data enables behavior analysts to develop tailored interventions based on a client’s needs, track progress, analyze trends, and make data-informed modifications about their progress on an ongoing basis. Data is crucial for assessing the effectiveness of interventions and ensuring clients progress toward their long-term goals.
How to Improve Data Collection with Technology
While many options exist for collecting ABA data, technology-based methods have emerged during the current digital age. Utilizing technology for data collection comes with many advantages. By using a data collection software that is tailored to the unique needs of ABA professionals, organizations can improve client and staff outcomes, resulting in improved quality of life for clients and higher job satisfaction for staff.
ABA organizations can improve their data collection methods by adopting digital-based data solutions. Some of the benefits of transitioning to a technology-based data collection method include:
Reduced chances of human error– Improved accuracy is one of the primary benefits of digital data. When using paper data, technicians may be unable to immediately enter data, resulting in data entry several minutes after the observation, reducing accuracy. Digital data collection allows staff to seamlessly enter data in real-time, which reduces the chances of staff forgetting the correct information and thus entering inaccurate data. Entering data only once, rather than transferring paper data to another system, also reduces the likelihood of human error.
Increased efficiency– Digital data platforms allow technicians to enter data immediately upon observation, saving time and allowing technicians to focus more of their attention directly on their clients rather than being bogged down with paperwork. Digital data also makes session note writing effortless, allowing technicians to end each session with a well-written, concise note.
Streamlined data analysis– With real-time data submitted electronically, behavior analysts can readily analyze data, allowing them to make well-informed, data-driven treatment decisions. This all leads to more effective and individualized interventions.
Enhanced security and privacy– Digital ABA data also enhances the security and privacy of client data when using a HIPAA-compliant platform. All client data and session notes are housed in one secure location rather than on numerous data sheets that can be lost or misplaced.
Ease of use– In a fast-paced therapy session, carrying around a clunky clipboard or binder and scrambling through data sheets can be a challenge. Using a phone, tablet, or other compatible device, a technician can efficiently move about the session and seamlessly enter data as the session progresses without missing anything. Whether chasing clients around their homes or working out in the community, digital data makes this much more manageable.
Increased compliance– Maintaining records in one secure location increases compliance with laws, funding requirements, and regulatory bodies.
Why Are Some ABA Professionals Still Using Paper?
Despite the countless benefits of technology-driven data collection, some ABA clinicians still cling to paper-based and other disintegrated methods. This reluctance to transition to digital data collection often stems from a pre-existing comfort with using one’s current system. While paper data collection is less efficient and comes with other challenges, such as increased proneness to error and risk of non-compliance, change can be difficult to accept. Some behavior analysts may continue to use paper data because they feel it has worked well enough for them thus far. Likely, many are simply unaware of the available ABA data collection solutions and their benefits.
Other reasons ABA professionals may avoid adapting to digital data collection may be concerns regarding technology complexity, a lack of time to learn new methods, and the costs associated with digital platforms.
At Raven Health, we recognize the concerns many ABA clinicians have with transitioning to digital data collection. As such, we are committed to making the switch as seamless as possible.
Raven Health’s Mission to Equip the ABA Industry
Raven Health enables behavior analysts to harness the power of data collection effectively. With innovative software tailored for ABA, clinicians can improve client outcomes while improving staff satisfaction.
Schedule a demo today to see our platform in action and learn more about how we’re improving care through technology.
ReferencesCooper, J. O., Heron, T. E., & Heward, W. L. (2019). Applied Behavior Analysis (3rd Edition). Hoboken, NJ: Pearson Education.
