Billing in ABA therapy isn’t just about submitting claims, it’s about keeping your business healthy, your staff paid, and your services running smoothly. Unfortunately, even experienced teams can run into billing pitfalls that lead to delays, denials, or lost revenue.

Here are five common ABA billing mistakes we see and how your team can avoid them.

1. Missing or Inaccurate Client Authorizations

The Mistake:

Failing to verify or update authorizations leads to denied claims and major revenue delays.

What Happens:

You provide services under an expired or incorrect authorization and only realize it when the claim is denied.

How to Avoid It:

• Track authorization start/end dates in your EMR

• Set internal reminders at least 30 days before expiration

• Assign a team member to verify all services are covered before scheduling

2. Submitting Claims with Incomplete Documentation

The Mistake:

Claims are submitted without required notes, session times, or signatures.

What Happens:

Payers reject or delay claims due to documentation issues, even if services were valid.

How to Avoid It:

• Audit sessions before claims are submitted

• Train staff on what documentation is required per payer

• Use a checklist to ensure all fields are complete

3. Not Following Up on Denied or Aged Claims

The Mistake:

Denied claims or those stuck in limbo aren’t followed up on, leading to lost revenue.

What Happens:

You miss payer deadlines for resubmission, or the claim sits unresolved for months.

How to Avoid It:

• Track all denied and pending claims weekly

• Assign dedicated time or a team member for follow-up

• Use your EMR’s reporting tools to flag issues automatically

4. Incorrect CPT Codes or Modifiers

The Mistake:

Using the wrong billing code or forgetting a required modifier.

What Happens:

Claims are denied, underpaid, or flagged for audit.

How to Avoid It:

• Create payer-specific cheat sheets for your team

• Keep up-to-date with payer changes and code updates

• Double-check new codes during intake or new service launches

5. Relying Too Heavily on One Person for Billing

The Mistake:

Your billing knowledge lives in one person’s head (and inbox).

What Happens:

If that person leaves, gets sick, or falls behind, everything stalls.

How to Avoid It:

• Document your processes in SOPs

• Cross-train other staff on core billing tasks

• Consider outsourcing parts of your RCM to reduce dependency risk

Billing Doesn’t Have to Be a Bottleneck

Avoiding these common mistakes isn’t about perfection - it’s about building consistent, well-monitored processes that reduce stress and increase collections.

If your team is stretched thin or you’re ready to offload parts of your revenue cycle, Ārohana Support can help. From full-service billing to overflow support and denial management, we specialize in helping ABA and pediatric therapy providers simplify operations and improve cash flow.

If you enjoyed this post, you may also find our ABA Billing Checklist helpful!

Contact us at info@arohanasupport.com to schedule your introduction meeting today!