Improve Operational Performance with these 9 Practice-Centered Tips

By Jessica Gutierrez 

Let’s face it, the number of emerging ABA clinics is placing your business in an (even more) competitive market.

It’s no secret, if your practice doesn't operate like a well-oiled machine, there is a chance you may lose your edge.

To avoid the inevitable nosedive due to less-than-optimal operations, you have to be aware of the crucial strategies needed to keep your ABA business peaking.

Maintain your path to success. Learn more about best practices, effective business policies and revenue-generating procedures by reading CodeMetro’s 9 expert tips on improving operational performance.

Beginning…now!

Tip #1: Schedule every authorized minute

Although maximizing your client’s contracts is in the best interest of their progress, it’s also in the best interest of your bank account. Create a doable schedule with your client using every minute of authorized time and always be aware of contract end dates.  

Tip #2: Charge for late cancellations

Last minute cancellations always mean a lost revenue opportunity. Not only do they delay your work, but it’s usually difficult for clinics to replace a cancelled session without being told at least 24 hours in advance. The same goes for therapists who are frequent cancellers. If your employee or client cancels three times in a month without cause, take them off the schedule and replace them with a reliable therapist or client.

Tip #3: Enforce staff time submissions

Staff should submit their hours weekly. This gives supervisors time to verify hours submitted and then forward it to finance. The longer it takes to get to finance, the longer it takes to get paid by your funding sources; and for insurance companies this means at least 45 – 60 days to remit payment.

Tip #4 Create templates

You have a multitude of reports to generate; each requiring varying information in different formats. If you have frequently created reports, make templates. Taking this extra step will get your therapists back to doing what they do best – teaching their clients.

Tip #5 Staff trainings

Just as BCBA’s are required to complete their Continuing Education Units (CEUs), your staff should have trainings every six months. Therapists will begin to have a greater understanding of the services they provide, and have a better sense of the importance of their work. This results in a higher retention rate. Plus, your client’s parents will feel better knowing your business maintains quality standards.

Tip #6 Involve the parents

Always involve parents in trainings or social events. Parents who are involved in their children’s therapy have a greater stake on investing their time into your company. 

A great way to get parent participation is by creating group activities such as parties or 

potlucks. Not only does it give them the opportunity to meet other parents, it shows your company is involved in their client’s lives. When parents see that level of commitment, the chances of recommendations increase.

Tip #7 Get In-Network

If you’re not already in-network with an insurance provider, you should do so ASAP. Being in-network places your business on a provider directory and quickly gives you clear guidelines on new contract authorizations. On top of that, in-network providers have a set reimbursement rate, whereas if you remained out of network, insurance companies could pay you at a varying discretion, or even not at all.

Tip #8 Renew your authorizations

Many ABA clinics make the mistake of waiting on renewing authorizations until after they expire. Insurance companies will typically tell you it takes a week to renew service authorizations, however most experienced billers will tell you that it can take up to a month. A month without service not only keeps your company away from revenue, but it also enables skill regression in your clients. Keep it safe, try to renew service authorizations at least two to three weeks in advance.

Tip #9 Keep your money flowing

Keep in mind that it usually takes 45 – 60 days to receive payment from insurance companies and funding sources. To maintain proper money flow, bill your funding sources every week, or every two weeks. It is also good practice to ensure all supervisors stay on top of their therapist’s weekly submission and that billers send out payments.