Templates and trackers
ABA Practice Tracker: Authorizations, RBT Supervision and Clinic KPIs
ABA practice tracker for Excel and Google Sheets: authorization units with 80% alerts, session units, RBT supervision, credentials, payroll hours and KPIs.
For ABA practice owners and clinical directors
ABA Practice Owner System
$59USD · one-time purchase · instant download
One workbook for the numbers an ABA practice owner checks every week: authorization units used and left, session units and estimated revenue, RBT supervision, credential expiry dates, payroll hours and clinic KPIs. Client IDs only, never names.
- Authorization tracker per client and CPT code: % used, units left, days left, pace, alerts at 80%, 100% and 30 days before the end date
- Session log that turns start and end times into 15-minute units with the rounding rule you choose
- RBT supervision check for every RBT every month: 5% of service hours, contacts, individual contact and observation
- Credentials dashboard with 60 and 30 day warnings, plus payroll hours by pay period
- Clinic KPIs: billable hours, utilization by staff, revenue by payer, cancellations, with charts
- 5-page guide: setup, monthly owner checklist, printable authorization and supervision summaries
You get: Excel workbook · Google Sheets-ready · 5-page PDF guide
Charged as ₹4,999 (Indian rupees); your bank converts it.
Secure checkout by Cashfree Payments. Cards accepted worldwide. Files arrive on screen and by email. Refund policy
02
What an ABA practice tracker should track
An ABA practice tracker keeps the numbers that decide whether a clinic gets paid and stays in good standing in one place: authorized units used against each authorization, the units each session produces, monthly RBT supervision, staff credential expiry dates, payroll hours and a handful of clinic KPIs.
Most of the risk sits in three places. Sessions delivered after an authorization runs out or past its unit limit may not be paid. An RBT who does not get the required monthly supervision puts their certification at risk. A credential that lapses means that person may not practice or bill. A spreadsheet that checks all three every week catches problems while there is still time to fix them.
This workbook does that with plain formulas that work in Excel and Google Sheets. It uses client IDs only, so client names never go in the file.
03
ABA authorization tracker: units, 15-minute codes and alerts
Many payers, including Medicaid plans, require prior authorization for ABA services and approve a set number of units for each CPT code over a date range. CPT codes 97151 to 97158 are each reported per 15 minutes, so every session has to be turned into units and counted against the right authorization.
For example, one Texas Medicaid managed care plan states that it requires prior authorization for all ABA services before they are delivered. Rules, unit limits and authorization periods differ by payer and state, so the workbook lets you enter each authorization exactly as approved.
| Minutes in a session (15-minute code) | Units under the CPT midpoint rule |
|---|---|
| Under 8 | 0 (not billed) |
| 8 to 22 | 1 |
| 23 to 37 | 2 |
| 38 to 52 | 3 |
Under the CPT time rule a unit counts once the midpoint has passed (payer summary of the rule; code list from the ABA Coding Coalition). Some payers use a different rule, so you can switch the workbook to round down to full units or round up. Each authorization line then shows units used, % used, units left, days left, your average units a week and whether you are on pace to run out before the end date.
04
RBT supervision tracker: what the BACB requires each month
Under the BACB RBT Handbook (updated 06/2026), each RBT must receive ongoing supervision for at least 5% of the hours they spend providing behavior-analytic services each calendar month, with at least two face-to-face, real-time contacts, and the supervisor must observe the RBT providing services in at least one of them.
| Each calendar month, for each RBT | Requirement (our summary) |
|---|---|
| Supervised hours | At least 5% of service hours |
| Contacts | At least 2, face-to-face and in real time (not phone or email) |
| Individual contact | At least 1 of the 2 with no other RBTs or trainees present |
| Observation | At least 1 observation of the RBT with a client (in person preferred, real-time video allowed) |
| Group meetings | 2 to 10 RBTs |
The requirements apply at each organization where the RBT works, and supervision records must be kept for at least 7 years. RBT supervisors can be BCBAs or BCaBAs. On renewal, the handbook says the RBT renewal competency assessment is completed no more than 45 days before the expiry date, and from 2027 RBTs renew every two years. The workbook's Credentials tab flags each expiry 60 and 30 days ahead and notes when an RBT's 45-day window is open. Always confirm the current handbook.
05
What is inside
Authorization Tracker
Every client authorization line by CPT code: authorized, used, % used, units left, days left, pace and a Watch or Act now level.
Session Log
3,000 rows. Pick client ID, staff and code, type the times. Units, payer, rate, estimated revenue and a row check fill in.
RBT Supervision
Each RBT for any month against the 5%, contact, individual and observation checks, a plain-English note of what is missing and a 12-month history.
Credentials and Payroll Hours
Expiry dashboard with 60 and 30 day warnings, and hours by staff for any pay period with estimated gross pay.
Clinic KPIs
Billable hours and units, estimated revenue by payer, utilization by staff, cancellation rate, authorization use and 12-month charts.
Owner guide (PDF)
Setup guide, monthly owner checklist and printable authorization and RBT supervision summary pages.
06
How to use it
Set it up once
Staff and credentials, payers and your rates per unit, the unit rounding rule, then each client ID and authorization line.
Log sessions and supervision
One row per session and one per RBT supervision contact. Units and checks calculate as you type.
Review weekly
Work the Watch and Act now authorization lines, clear row checks and bill completed units.
Close the month
Fix supervision gaps, act on credential warnings, check payroll hours and review the KPIs.
07
ABA practice tracker questions
How do I track ABA authorization units?
How many units is an ABA session?
How do I track RBT supervision hours?
What KPIs should an ABA clinic track?
Is it an ABA billing tracker?
Is client information safe in a spreadsheet?
Does it work in Google Sheets?
08
More BCBA trackers
BCBA Fieldwork Hours Tracker
Log fieldwork daily and check every month against the requirements.
$29Details
RBT Competency Assessment Tracker
Every candidate's progress through the initial competency assessment.
$19Details
Behavior Tracking Sheet and Behavior Chart Kit
Frequency, duration and latency with automatic rates and graphs.
$12Details
Outgrown the spreadsheet?
We build ABA practice portals around how your clinic works. For a Virginia ABA practice, clinician session logging fell from 10 to 15 minutes a day to under 3.
Read the case study, or see ABA practice management and ABA data collection software.
10
Important
This workbook is a record-keeping and planning aid. It is not legal, billing, coding or clinical advice, and it does not guarantee payment or compliance with any payer, state or BACB rule. Payer rules, rounding rules and BACB requirements change and differ by payer and state: check the current BACB RBT Handbook, your payer contracts and a qualified billing or compliance professional. Revenue figures are estimates from the rates you enter. Greenwolf Tech Labs is not affiliated with or endorsed by the Behavior Analyst Certification Board (BACB). Use client IDs only and follow your own privacy and security policies.
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