The Top 10 ABA Metrics
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- 01
True cost per billable hour
Fully loaded payroll cost (wages, employer taxes, reimbursements) allocated onto billed service hours by provider, role, and clinic.
- 02
Utilization % vs role targets
Billable hours vs paid hours per RBT and BCBA, scored against configurable per-role targets, with new-hire ramp handled.
- 03
Authorized vs delivered hours
The unused-authorization revenue gap by role, client, and week: hours payors approved that never became sessions.
- 04
Revenue at risk: unconverted notes
Dollars sitting in sessions whose notes haven't converted to billable entries, aged over 24 hours and over 7 days.
- 05
Cancelled hours by cause
Family vs staff vs center/weather buckets, plus no-show hours and make-up hours completed.
- 06
AR days & collection %
Revenue-cycle health shown beside operations instead of buried in a separate billing silo.
- 07
Staffing coverage ratios
Kiddos per BCBA, RBTs per BCBA, and the share of clients with an assigned BCBA or RBT.
- 08
Time to start
Days from accepted referral to first session: the intake-velocity number every multi-site operator chases.
- 09
Referral conversion by source
Word of mouth, physician and agency, internet, social, walk-in, and employee referrals against targets, with conversion to active clients.
- 10
Sessions without valid auth
Compliance and denial-risk exposure caught weekly, instead of surfacing months later as claim denials.
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Everything you capture
The full metric inventory, by theme
Grouped the way a multi-site operator runs the practice, and tracked against an explicit benchmark or target wherever one exists.
Client census & growthCensus / Business Development / Intake Funnel
- Beginning / new / discharged / ending census
A clean roll-forward of clients per market, the view boards ask for every month.
- Referrals by source vs target
Six named channels tracked against goals, so marketing spend is accountable.
- Referral conversion %
Auto-calculated from referral to active client. The intake-team scorecard.
- Good-fit waitlist depth
Demand backlog: the growth story payors and diligence both want to see.
- Time to start
Accepted-to-first-session days. Faster starts mean earlier revenue and better outcomes.
- Intake document collection stages
DX docs, ABA docs, and diagnostic outreach tracked as funnel steps, so stalls are visible.
Authorization management
- Auths submitted / pending / approved
The pipeline that gates all ABA revenue, visible as a funnel.
- Authorized hours by role
The BCBA vs RBT/Tech split of approved hours, at a glance.
- Target authorized hours per client
A per-kiddo benchmark is built in, so under-authorization shows immediately.
- Sessions held without valid auth
Every one is a denial or clawback waiting to happen. A weekly catch, not a year-end surprise.
Capacity, staffing & recruitingStaffing Coverage / Recruiting Velocity
- Authorized hours / available staff hours
The single capacity ratio: do you have the staff to deliver what payors approved?
- Kiddos per BCBA, RBTs per BCBA
Caseload ratios that drive both quality and burnout, rarely seen live.
- % kiddos with assigned BCBA / RBT
Unassigned clients equal undelivered authorized hours.
- Schedule fill rate
How much of the possible schedule is actually booked, auto-computed.
- Days a position stays open; offer decline %
Recruiting velocity for RBTs and BCBAs, tied to the capacity it constrains.
Schedule integrityExecutive Dashboard / Funnel
- Cancelled hours by cause bucket
Family vs staff vs center/weather. Each cause has a different fix; most operators only see a total.
- No-show hours & make-up hours completed
Lost hours, and how many were recovered.
- Appointment-to-timesheet conversion
Treatment delivered vs not, per session. The schedule you keep is the revenue you bill.
- 4-week trailing appointment hours
Per client and provider, so drops in service intensity get flagged early.
Utilization & workforce economicsPayroll & Utilization
- Utilization % vs per-role targets
Billable share of paid hours against role-specific goals. Labor is 70%+ of ABA cost.
- Cost per billable hour
Fully loaded cost (wages, taxes, reimbursements) per delivered hour by provider, role, and clinic.
- Payroll hours allocated to billed hours
Actual pay-period payroll mapped onto individual service lines. This is the hard part, done.
- New-hire ramp handling
New employees flagged so utilization scores stay fair and comparable.
- Direct labor cost by clinic / role / entity
Multi-entity, multi-clinic cost rollups from real payroll, not estimates.
Revenue & RCMRevenue Analysis / Quality & Risk
- Revenue, AR days, collection %
Revenue-cycle vitals in the same pane as operations.
- Billed vs paid on every service line
Line-level reconciliation of what was billed against what came back.
- Contracted vs standard rate variance by payor
Where agreed rates diverge from rate cards: payor-negotiation ammunition.
- Patient responsibility amounts
Family-owed balances surfaced beside payor balances.
- Revenue at risk from unconverted notes
An auto-computed leakage number that turns a documentation nag into a dollar figure.
Compliance & documentation
- % notes completed within 24 hours
The documentation SLA payors increasingly audit.
- Unconverted notes aged >24 hrs / >7 days
Aging buckets that make the backlog impossible to ignore.
- Same-day note completion count
A positive-behavior metric for clinical teams.
- Provider & client signature capture
Signature status on billing entries, ready as audit-defense evidence.
Executive accountability & drill paths
- Entity / state / region / clinic rollups
Every metric slices from consolidated down to a single clinic or provider.
- Leadership tags on every row
State, regional, and clinical directors attached to the data, so accountability is a filter, not a meeting.
- 4-week and 8-week trend windows
Purpose-built executive and efficiency views, not one overloaded page.
- Data freshness stamp
The last-refreshed date shown on the dashboard. Trust is a feature.
What ships
The dashboards you get
Seven purpose-built views, each drilling from the whole organization down to a single clinic, provider, or client.
Executive Dashboard (4 weeks)
Appointments, cancellations, treatment delivered, leadership rollups
KPI Report
A cross-domain summary of the KPIs that matter most
Capacity
Staff capacity measured against authorized demand
Utilization: Hours
Billable-hour utilization against per-role targets
Operational Efficiency (8 weeks)
A trend view of the core efficiency metrics
Market Operational Funnel
The referral-to-revenue funnel, every step against a benchmark
Revenue Analysis
Revenue, billed vs paid, and payor-rate variance
Questions ABA Leaders Ask
What can I measure that CentralReach does not show on its own?
The metrics that only appear once practice, payroll, and general-ledger data are joined: true cost per billable hour, utilization against per-role targets, authorized vs delivered hours, revenue at risk from unconverted notes, and caseload coverage ratios. CentralReach is the source; PlaidCloud is where it meets your payroll and GL.
Do the dashboards run on our real data?
Yes. Every metric is computed from your CentralReach, payroll, and general-ledger data, refreshed on a schedule, and each one drills from consolidated all the way down to a single clinic, provider, or client.
Can I see each metric against a target?
Yes. Targets are first-class data, so actual-vs-goal is built in: per-role utilization targets, an authorized-hours-per-client benchmark, and referral goals by source all ship with the dashboards.
How fast can we go live?
The dashboards are pre-built and plug-and-play with CentralReach, so many ABA organizations go live in under 48 hours, with no spreadsheets to maintain afterward.
For ABA Leaders
ABA Insights & Resources
See These Metrics on Your Own Data
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