Nobody lets an authorization expire on purpose. It happens because the auth lives in an email thread, the units live in the EHR, the renewal date lives in someone's head, and no single view puts all three together. By the time anyone checks, the units are gone or the renewal window has closed, and you're writing off sessions your team already delivered. An ABA authorization tracking spreadsheet fixes the visibility problem, at least until your caseload outgrows it. The free t

A parent mentions at pickup that they switched jobs in January and the insurance is different now. Someone writes it down. The new card gets scanned. Everyone feels like the thing was handled. Three months later you're looking at 40 denied claims across one client, and every one of them is correct according to the information the payer had. An ABA insurance change workflow exists because one piece of information has to land in six places, and human memory reliably lands it in

Claims don't age because they're hard. They age because nobody owns them. A claim sitting at 90 days is almost never a claim someone tried three times to collect. It's a claim that got submitted, didn't pay, and never got assigned to a human with a date attached. ABA accounts receivable follow-up is mostly an ownership problem dressed up as a volume problem. The fix isn't working faster. It's making sure no open claim exists without a next action and a next follow-up date. Wh

Reworking a claim fixes one claim. Categorizing why it denied fixes the next fifty. Most ABA denial management is claim repair: the denial comes in, someone corrects it, resubmits, and closes the task. The claim gets paid. The process that produced the denial stays exactly as it was, and the same denial shows up next month under a different client name. The difference between a clinic that rebills forever and one that gets quieter is a single habit. They record the root cause

Ask most ABA clinics where a client’s benefits verification stands and you’ll often get a person’s name instead of a status. Dana called the payer Tuesday. Mike is waiting for a callback. Billing should have it somewhere. That isn’t really a workflow. It’s a process being held together by people remembering what happened last. A reliable ABA insurance verification workflow should tell you three things without asking anyone: where the verification stands, who owns the next ste

Most ABA clinics don't lose authorization revenue because someone forgot to request an authorization. They lose it because the authorization was approved, then quietly ran out while sessions kept happening. Good ABA authorization tracking should answer one question at any moment: how many units are left on this authorization, for which code, until what date, and who is handling the renewal. If your team has to open three systems and ask two people to answer that, the answer u

A parent calls to say their child has new insurance. Maybe a job changed, maybe the family moved to a different state, maybe it's just the plan renewing on January 1. It sounds like a five-minute update. In practice, insurance changes in ABA therapy are one of the most underestimated causes of billing disruption, because a single change has to land correctly in four or five different places before a claim will actually pay. Miss one of those places, and the clinic keeps deliv

What if I told you that many ABA clinics do not lose revenue when a claim is denied, but weeks before that denial ever appears? I have seen the same pattern happen again and again. An authorization quietly reaches its end date, sessions continue as scheduled, and no one realizes there is a problem until the claim comes back unpaid. By then, the therapy has already been provided, the documentation may be complete, and everything may look correct on the clinical side. The probl

An ABA prior authorization renewal doesn't usually fail because a payer changes its mind. It fails because a date passed, a unit count ran dry, or a reauthorization sat in someone's inbox one day too long. All three are predictable. All three are catchable, if someone in your practice is watching for them before the deadline instead of after the denial. That's the real difference between clinics that lose revenue to expired authorizations and clinics that don't. It's not luck