The Challenge
Behavioral Insights Consulting, a private BCBA practice in Florida, provides school-based and home-based ABA services. Founder Dr. Rachel Kim, BCBA-D, faced growth constraints:
**Administrative Bottleneck**: Dr. Kim spent 20+ hours weekly on data compilation and report writing, limiting client capacity.
**RBT Data Collection Issues**: Registered Behavior Technicians used paper data sheets that were often incomplete or illegible, requiring significant clean-up.
**Insurance Documentation**: Insurance companies increasingly required detailed data to support treatment necessity, and incomplete documentation led to claim denials.
**Scaling Challenges**: The practice couldn't grow beyond 15 clients without hiring additional BCBAs, which wasn't financially viable.
The Solution
Classroom Pulse provided the infrastructure Behavioral Insights needed to scale:
**Mobile-First Data Collection** RBTs use the Classroom Pulse mobile app (PWA) during sessions, entering data in real-time with guided prompts ensuring completeness.
**Automated FBA Reports** AI-powered report generation reduced Dr. Kim's report writing from 6-8 hours to 1-2 hours per FBA.
**Insurance-Ready Documentation** Standardized data formats and comprehensive session notes improved insurance claim approval rates.
**Parent Collaboration** Parents access a portal showing their child's progress, reducing time spent on update calls.
Implementation
Behavioral Insights rolled out Classroom Pulse across their practice:
**Phase 1: BCBA Setup** - Dr. Kim configured behavior definitions and assessment templates - Existing client data migrated to platform - Custom report templates created for Florida Medicaid requirements
**Phase 2: RBT Training** - All 6 RBTs trained on mobile data entry - Session timer and prompt features enabled - Supervisor review workflow established
**Phase 3: Parent Onboarding** - Parent portal activated for all active clients - Weekly automated progress summaries enabled - Direct messaging for quick parent questions
Results
After 8 months, Behavioral Insights transformed their practice:
**Practice Growth** - Client capacity increased from 15 to 45 (3x growth) - Revenue increased 180% without adding BCBAs - Dr. Kim reduced administrative time from 20 to 6 hours weekly
**Clinical Efficiency** - RBTs gained 50% more billable hours (less paperwork) - Session notes completed in real-time, not after hours - Supervision sessions more productive with instant data access
**Quality Improvements** - 99% insurance claim approval on first submission - More data-driven treatment decisions - Parent satisfaction scores increased 60%
“I was ready to cap my practice at 15 clients because I simply couldn't handle more paperwork. Classroom Pulse changed everything. My RBTs love the mobile app, I can write FBAs in a fraction of the time, and I've tripled my client base. It's the best investment I've made in my practice.”