FAQ

Common questions about ABACare

Straight answers for clinic owners, BCBAs, billing teams and families on how agents, rules and people share the work, and on what is true today.

Getting started

Can I try it before I pay?
Yes. The live demo opens in your browser with a work email and no password, on a fictional clinic. A free 14-day sandbox on synthetic data takes no card, and the Start free page says how accounts are opened today. Self-serve real client data needs a signed BAA and verified active Type-2 organization NPI; production use also follows a separate readiness approval.
When is a BAA needed?
Before any real client data enters ABACare. The demo and the sandbox hold only synthetic records. For a self-serve workspace, a verified active Type-2 organization NPI is also required. You can request the BAA from the security page, and setup has a BAA step ahead of any import.
Is ABACare only for Texas?
No. Any ABA clinic can start in the sandbox. Texas Medicaid has the deepest payer-rule pack today. For a payer with no rule pack, ABACare holds the claim for a person to review instead of guessing.
Can I bring my data from another system?
A client CSV from any system or spreadsheet is built and checked row by row before anything is created. A CentralReach export is received after your BAA is signed, and the steps that write it into the live workspace are not switched on yet. The Switch page lists what is built and what is not.
How much does it cost?
Practice at $89 per active BCBA per month (1–5 BCBAs, up to ~25 active clients); Group at $179 per active BCBA per month (6–25 BCBAs, 50-150 active clients); Enterprise is graduated from $329 per active BCBA per month (26+ BCBAs, 2+ locations). RBTs, parents, and non-clinical staff are included. No setup fee on Practice or Group. Enterprise includes a scoped implementation engagement quoted as part of the contract. See the pricing page for full details.

Product and AI

Is ABACare another ABA EHR?
It is a governed care-to-payment system. Every authorization, note, claim and family update is a case: evidence, a rule check, an agent's draft, a named person's approval, the action, and a receipt. It is organized around cases that need a decision, not around a screen for every module.
How do I contact ABACare with company or contracting questions?
Email [email protected].
Does AI make clinical decisions?
No. Agents draft and people decide. Code, not a model, calculates units and deadlines and applies payer rules. A clinician signs every clinical note, at any accuracy, because Texas law requires practitioner review of AI-generated records. Every other workflow runs at draft until the owner moves it, and the top two levels have to be earned from reviewed runs. Anything payer-facing, parent-facing or under SB 1188 is capped so a person always approves. A family update is never sent before the BCBA seals it, and every case keeps a receipt.

Clinical workflow

Can RBTs use this during sessions?
Yes. The capture pad is built for a tablet in a session room: one tap per trial, plus frequency, duration, ABC and voice capture. Captures wait on the device when the signal drops and sync later. The RBT submits a draft for BCBA review, and the technician has no billing exposure.
What happens when an authorization is running out?
ABACare flags it well before it lapses. An authorization turns yellow when it is within 60 days of its end date or has used 90 percent of its units, and the renewal becomes a case with an owner, the evidence and a next action.

Family and privacy

Do parents see internal clinical or billing data?
No. Parents see BCBA-approved progress summaries and simple authorization status. They do not see raw clinical logs, claim details, denial data or internal risk scoring. Summaries route through clinician approval before they reach the family portal.
How does ABACare protect PHI?
Clinic-scoped access controls, role-based permissions, encryption, audit trails and human release gates, with a BAA before any real client data. The security page lists each control and each vendor that touches data.

Claims and payers

Does it connect to my clearinghouse?
ABACare builds and validates the 837P claim file. Today a biller submits it through the payer's own portal and records the confirmation in ABACare, and the record says plainly that ABACare did not transmit the claim. Live transmission through a clearinghouse is not switched on yet.

Session video

What does ABACare Vision do with session video?
After a session, it reviews a separately uploaded, consented recording and proposes timestamped candidate moments for the client's active targets, each with a short evidence clip. Telehealth calls are not recorded. A clinician accepts, adjusts, or rejects each one. Accepted events are added to session data while the session is open. After the visit, a BCBA can add one as a labelled late entry until the note is submitted for approval and before a claim is submitted. After that, it stays as confirmed video evidence cited in the BCBA's note review.
What consent does session video need?
Three separate consents: recording, AI analysis, and detector improvement. Analysis does not start without the first two, and detector improvement is its own choice.
How long is raw session video kept?
Raw video is deleted after the clinic's retention window, 30 days by default, or when recording consent is withdrawn. Evidence clips of confirmed events stay with the clinical record. No audio is processed.
What will it never infer?
It does not infer diagnosis, severity, behavioral function, intent, emotion from faces, pain, progress, or the quality of a caregiver or therapist. It is not a real-time alert or safety monitor, and it is not staff surveillance.