ABA Practice Tracker for Authorizations, RBT Supervision and KPIs

An RBT supervision tracker is a log that records every supervision contact for each RBT and checks each calendar month against the BACB minimums: supervision for at least 5% of service hours, at least two face-to-face, real-time contacts, one of them individual, and one observation with a client.

An ABA practice tracker goes one step further. It keeps the other numbers that decide whether a clinic gets paid and stays in good standing in the same workbook: authorized units used against each authorization, the units each session produces, 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, and it uses client IDs only, so client names never go in the file. If you need scheduling, notes and billing in one system rather than a spreadsheet, see our ABA practice management service.

Last reviewed: 25 October 2026.

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.

The requirements apply at each organization where the RBT works (an RBT cannot split 3% at one clinic and 2% at another). RBT Supervisors can be BCBAs or BCaBAs, RBT Requirements Coordinators must be BCBAs, and ongoing supervision and professional development are separate requirements. 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 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; the BACB also publishes an RBT supervision checklist. For BCBA trainees, fieldwork supervision follows different rules: use the BCBA fieldwork hours tracker, or see our BCBA supervision tracker software page.

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.

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.

Worked example (sample numbers). A client has 960 units of 97153 authorized from January 5 to July 5 (182 days). On day 70 the Session Log shows 420 units used.

The line shows Watch (on pace to run out) so the BCBA can either lower weekly hours to about 34 units or start the reassessment and request more units early. At 80% used (768 units) it shows Watch again, and above 960 it shows Act now. Some payers count units differently or allow concurrent authorizations, so enter each line exactly as approved.

An ABA billing spreadsheet only tells you what was billed. These KPIs tell an owner whether the clinic is healthy. The Clinic KPIs tab calculates each one for any month you pick.

Revenue figures are estimates from the rates you enter, not remittances. Pair them with your billing system's paid and denied reports.

Many owners start with the workbook and move to software when admin time grows. When that happens, we build ABA practice management and ABA data collection software around how your clinic already works. Session-level behavior data belongs on data sheets, not in the owner workbook: see all ABA data sheets and BCBA trackers.

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.