Keep authorized care moving before a lapse interrupts the plan.

One authorization, drawn as a runway.

Units left against days left, for one client and one payer. This is the product, on a fictional clinic.

• See it in the demo: the owner seat

Red, yellow and green, with the rule written down.

Every authorization has a live state. The thresholds are the same for every payer.

• Green. Outside the reauth window and under 90% of its units used. Nothing to do yet.
• Yellow. An authorization turns YELLOW as soon as 60 days or less remain, or once 90% of its units are consumed, whichever comes first. That 60-day reauth window is roughly two billing cycles to schedule the assessment, draft the renewal and submit before the payer sees a gap.
• Red. Expired, or units exhausted. A visit with no valid authorization is held from the claim by the pre-claim check.
• Payer lead times. Separate from the warning, a reviewed payer rule pack can set its own submission lead time. For the Texas Medicaid payers it is 21 days for Superior HealthPlan and 30 for the rest.

When it is time to reauthorize, ABACare drafts the packet against the payer's own required-field list, using signed session notes from the last 90 days (up to 20) as the clinical evidence. The draft is labelled as AI-written and waits for BCBA review and sign-off.

Why authorizations lapse at most clinics.

ABA authorizations are complex: several CPT codes per client, a different unit cap for each code, renewal dates staggered across payers, and reauth rules that change with the plan year. Most clinics track them in a spreadsheet, which works until someone forgets to update it.

When one lapses, the family may lose continuity, the BCBA rushes to assemble evidence, the biller inherits avoidable risk and the owner loses a clear picture of the week. The cause is rarely one missed reminder. It is a broken handoff between care delivery, renewal evidence and billing.

ABACare reads unit consumption from session data, compares it with the cap and the expiry date, and keeps a living trail for the remaining runway. The BCBA sees upcoming reauths. The care team sees which sessions support the renewal. The biller sees what is safe to release.

A worked example, one renewal from warning to approval.

An example with invented figures, to show how the chain works. It is not a customer result and not a prediction for your clinic.

1. Evidence

   A client has an authorization for 1,000 units, expiring in 58 days. Signed sessions have used 870 units. The count comes from session data, not a spreadsheet.

2. Rule

   58 days is inside the 60-day window, so the state turns YELLOW. Utilization is 87%, under the 90% trigger. The date alone is enough.

3. Proposal

   ABACare drafts the renewal packet from the last 90 days of signed notes, against the payer's required fields. It is marked as an AI draft.

4. Approval

   The BCBA reads the draft against the notes, edits it, and signs or sends it back. Nothing is released before that decision.

5. Action

   Your team sends the approved packet to the payer by the route the payer requires.

6. Audit

   ABACare keeps who approved what and when, with the evidence the draft cited.

What ABACare does today, and what it does not.

• Does: show every authorization's state from real session data, and rank renewals by what is at stake.
• Does: draft the renewal packet from signed notes and hold it for BCBA review.
• Does: apply the 60-day and 90% thresholds to every payer. Payer-specific lead times come from a reviewed rule pack, and those exist today for seven Texas Medicaid payers.
• Does not: decide whether a payer will approve a renewal, or promise that it will.
• Does not: send anything to a payer until a person has approved it.

Questions about ABA authorizations.

How early should an ABA authorization be renewed?

It depends on the payer. ABACare warns when 60 days or less remain, or when 90% of units are used. Where a reviewed payer rule pack sets a lead time, ABACare uses it: for Texas Medicaid it is 21 days for Superior HealthPlan and 30 for the other payers. Always check the payer's own requirements.

What happens when units run out before the end date?

The authorization turns RED and shows in the queue. Whether care continues is a clinical and payer decision that ABACare surfaces and does not make. A visit with no valid authorization is held from the claim until a person resolves it.

Does ABACare write the renewal for me?

It drafts the packet from signed session notes of the last 90 days, against the payer's required fields. The draft is labelled as AI-written and a BCBA reviews, edits and signs it.

Can I try this without real client data?

Yes. The live demo is a fictional clinic: no password and no PHI. Start free opens a sandbox on synthetic data. Self-serve real client data requires a signed BAA and verified active Type-2 organization NPI; production use also follows a separate readiness approval.