“I learned the hard way that the topics we barely touched on during our BACB programs—billing codes, proper documentation, A/R management, and insurance policies—were the very things that could make or break my practice” - Zo Rana, Founder and CEO of Theralytics
When the opportunity came to open my own ABA practice, I thought I was ready—I had the clinical vision mapped out, financial numbers crunched, my marketing strategy to grow the business in place, and a clear goal of success for my clients and staff.
But I wasn’t prepared for the hidden battle—the overwhelming administrative burden of compliance requirements, endless paperwork, and constant client scheduling. This overload led to countless headaches like billing errors, claim denials, and additional hours of administrative work. The insurance mandate in my state only added to the chaos, and before I knew it, I was drowning—not in clients, but in paperwork, unpaid claims, and mounting debt.
I learned the hard way that the topics we barely touched on during our BACB programs—billing codes, proper documentation, A/R management, and insurance policies—were the very things that could make or break my practice. I found myself at a crossroads:
- Keep struggling through endless admin work and financial uncertainty
- Find a better way to run my practice and reclaim my dream
The fear of audits, denials, and financial instability keeps many practice owners awake at night. I knew there had to be a way to eliminate that stress and protect my business—not just for myself but for every BCBA out there trying to build a practice.
My Vision: A Scalable, Stress-Free Practice
Scaling an ABA practice while maintaining high-quality care is no easy feat. My goal was to create a thriving practice—one that delivered exceptional clinical services while also providing an amazing work environment for my staff.
I didn’t start my business to spend hours on the phone with insurance reps, stuck on hold with instrumental music in the background. I started it to serve clients, grow a team, and make an impact. In order to do that, I needed a system to eliminate the administrative bottlenecks and allow me to focus on what truly mattered—client care, staff development, and practice growth. Once I found and refined that system, I successfully built thriving practices of my own. After building and successfully selling two thriving ABA practices, I’m now dedicated to helping other clinicians navigate and overcome these challenges. Through this journey, I uncovered several hidden challenges that can hold professionals back—and I’m here to help you tackle five of them.
One area that presents a challenge is compliance— and knowing how to identify these issues is key to a practice's success.
5 Hidden Challenges: Compliance Can Make or Break You
Compliance is not just another administrative task—it’s the backbone of a sustainable practice. Yet, I see many new BCBAs underestimate its importance.
- CPT Codes: Every service you provide must be billed using the correct CPT code. But do you know which codes apply to which services and how to ensure they’re used appropriately? Misuse can lead to claim denials—or worse, compliance violations.
- Rendering Provider Rules: The rendering provider on your claims matters. But do you know how different payers define the rendering provider and who should be listed? If not, your claims might get rejected before they even get reviewed.
- Session Documentation: Insurance companies require precise documentation for every billed service. Are your session notes detailed enough to align with your CPT codes? If not, you’re at risk for denials, repayment demands, or worse—failed audits.
- Rounding Rules & Billing: Small rounding errors can lead to significant financial discrepancies. Are you confident that your billing aligns with payer rounding rules? Even minor miscalculations can result in compliance issues or revenue loss.
- Audits Can Happen Anytime: No practice is immune from audits. If an insurance company or Medicaid agency requested documentation today, would you be fully prepared? If not, you could be facing clawbacks, fines, or even legal trouble.
If you're feeling buried under billing nightmares, compliance worries, and inefficient systems, you’re not alone. I’ve been there. These challenges inspired me to create Theralytics—a platform built specifically for ABA providers to remove the billing, compliance, and admin headaches that keep them from growing their practices.
Struggling with any of these challenges or want to talk with someone who’s successfully overcome them? Reach out to info@theralytics.net. Learn about FREE consults with me, Zo Rana, former owner of multiple ABA agencies, who can help support your ABA practice.
About Theralytics
Theralytics was established with a clear purpose: to empower ABA providers with a seamless and robust practice management solution. With the expertise of Board Certified Behavior Analysts and healthcare technology specialists, we aimed to bridge the gap between the complexity of managing an ABA practice and the need for simplicity and security.
Zo Rana, M.S., BCBA
Founder and CEO
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