Can a Virtual Assistant Team Work Inside AlohaABA?

AlohaABA is a cloud-based ABA practice management platform from Aloha Practice Management, built by a team that includes BCBAs, RBTs, ABA billing specialists, and parents of children on the autism spectrum. Its operational toolkit covers appointment scheduling with multi-schedule views, billing with pre-scrub error checking that catches claim problems before submission, live eligibility checks, an AR Manager for accounts receivable and denial tracking, payer-level billing rules, authorization management, compliance tracking and validation, payroll that flows straight from scheduled billable hours, and exportable reports and analytics, with integrated data collection alongside. It is positioned as an accessible option for small and growing ABA practices, and clinical staff can learn the scheduling features in under an hour.

What the software cannot supply is the person hours. In a small or growing agency, the owner-BCBA and one office coordinator usually share the referral queue, the benefits calls, the authorization tracker, and the AR Manager between sessions. The pre-scrub can catch a bad claim; someone still has to fix it, resubmit it, and chase the payer. That staffing gap, not the software, is what this service closes.

Our team owns your referral queue: logging new inquiries into AlohaABA, collecting diagnostic reports and insurance cards from families, sending intake and consent paperwork, chasing signatures, and keeping the client record complete before the assessment is scheduled. Families waiting on an autism diagnosis have usually waited months already; a same-day callback and a tracked intake status decide whether they start with you or keep calling down their list.

We prepare, submit, and track the authorizations ABA lives on: initial assessment auths for 97151, treatment auths across the 97153 to 97158 range, and the reauthorization cycles that repeat for as long as a client is in service. Approved units get logged in AlohaABA’s authorization management, utilization gets checked weekly against delivered sessions, and renewal packets start 30 or more days before expiration, so treatment does not outrun an approval and reauthorizations stop arriving after the deadline.

Can you outsource AlohaABA billing? Yes. Dedicated billers work end to end inside your system: charge review against session documentation, claim generation with the correct CPT and HCPCS coding, fixing what the pre-scrub error check flags before submission, bulk claim submission, denial tracking and appeals in the AR Manager, payment posting, patient responsibility, and AR aging worked oldest-first. ABA billing has its own failure modes, unit-based codes billed in 15-minute increments, concurrent billing edits between 97153 and 97155, and place-of-service rules that vary by payer and state Medicaid plan, and our billers work those specifics daily.

We handle the administrative side of documentation without touching clinical judgment: reconciling completed sessions against documentation before billing runs, tracking unsigned or incomplete notes so claims are not held up, watching treatment plan review dates, and keeping consent and intake documents current. What the note says is your clinicians’ work; that the note exists, is signed, and matches the billed session is ours. The boundary is written into the SOW.

ABA records concern children, and our controls are built for that duty of care. HIPAA-trained staff. Business Associate Agreements executed with each client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials, so you can review our activity in your own system. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.