Built by operators who ran ABA practices.
Never lapse an authorization. Never deliver unauthorized hours.
Units remaining live. Expiration alerts weeks ahead. Schedule guardrails so you can’t book past an auth. Renewal prep with the clinical data already assembled — all on the schedule your team already uses.
- remaining at a glance
- Units live
- expiration alerts
- Weeks ahead
- no scheduling past an auth
- Guardrails
- clinical data assembled
- Renewal-ready
What is ABA authorization tracking software?
Authorization tracking that lives on the schedule — so it can actually stop mistakes.
ABA authorization tracking software manages the insurance authorizations that govern how much care each client is approved to receive: units remaining, expiration dates, utilization, renewals, and the enforcement that keeps delivered hours inside what was approved.
In ABA, the authorization is the boundary on revenue. Run past it and the hours are unbillable; let it lapse and a client loses care. The difference a real tool makes is whether tracking is a passive spreadsheet or an active guardrail. Because Wilma® tracks authorizations on the same schedule your team books on, the calendar enforces the auth at booking, surfaces expirations weeks ahead, and assembles the clinical data for renewals — so mistakes are caught before delivery, not after a denial.
Units remaining, live. Expirations flagged weeks ahead.
Every authorization carries a unit balance against allowed services, decremented per session, so you always know what is left. Upcoming expirations surface weeks ahead — not the day a claim bounces — so no client lapses out of authorized care without warning.
Live unit balance
Units remaining per service, decremented per session.
Expiration alerts
Upcoming end dates flagged weeks ahead of the cliff.
Per-client view
Authorization status at a glance, by client and service.
No silent lapses
Warnings before a client runs out of authorized care.
See over- and under-utilization before it becomes a problem.
Track how authorized units are actually being used over time. Under-utilization risks renewal; over-pace burns through units early. Utilization trends surface both so you can adjust the schedule while there is still room to act.
Utilization pace
Units used vs. units authorized over the period.
Under-utilization flags
Clients tracking below plan, surfaced for review.
Burn-rate view
Clients on pace to exhaust units early.
Trend over time
Utilization history to inform renewal recommendations.
You can’t schedule past an authorization.
Because authorization tracking lives on the same schedule your team books on, the calendar enforces the auth. Sessions that would exceed remaining units or fall outside the authorized window are blocked or flagged at booking, so unauthorized hours never get delivered by accident.
Authorization-aware booking
The schedule checks remaining units before confirming.
Window enforcement
Sessions outside the authorized date range flagged at booking.
Service-code match
Bookings checked against the authorized service.
Caught at booking
Unauthorized hours stopped before delivery, not after a denial.
Renewals prepped with the clinical data already assembled.
Renewal cycles are fixed and known. Wilma surfaces upcoming closures ahead of time with progress data, goal status, and session history pulled together, so the BCBA can write the medical-necessity recommendation without digging through records. Mastery determinations stay with the clinician.
Cycle visibility
Upcoming renewal closures surfaced weeks ahead.
Clinical data assembled
Progress, goal status, and session history pulled together.
BCBA-ready packet
The supporting record ready for the medical-necessity write-up.
Clinician owns mastery
Goal mastery stays a clinician-advanced decision, not automatic.
Authorization health across the whole caseload.
See expirations, utilization, and renewal status across every client and location in one place. Spot the auths at risk this month, the clients under-pacing, and the renewals coming due — without exporting spreadsheets or chasing per-client status.
Caseload-wide view
Authorization status across all clients and locations.
At-risk this month
Expiring and under-utilized auths surfaced together.
Renewal pipeline
Upcoming renewals listed and prioritized.
No spreadsheets
Live reporting instead of exported, stale trackers.
Buyer's Checklist
Evaluating authorization tracking software? Demand every line.
FAQ
Questions operators ask about authorization tracking.
What is ABA authorization tracking software?
How does Wilma track units remaining?
How far ahead are expiration alerts?
Can the schedule stop sessions that exceed an authorization?
Does Wilma handle authorization renewals?
How much does authorization tracking cost?
See authorization tracking that lives on the schedule.
Thirty minutes. Bring a real authorization — we’ll show units, alerts, schedule guardrails, and renewal prep in action.
Keep reading
Related guides on running an ABA practice — the same operation, from a different angle.
- ABA CPT code referenceThe 97151–97158 family explained, with the modifier rules payers actually enforce.
- ABA billing servicesWhen to run billing in-house and when to hand it over — and what each really costs.
- Bring ABA billing in-houseUnit maths, modifier rules, scrubbing before submission, and denials you can count.
- ABA revenue cycle managementAuthorization through ERA posting, tracked as one cycle instead of four disconnected steps.
- Best ABA data collection softwareData collection apps compared on offline capture, graphing and note handoff.
- ABA EVV softwareElectronic visit verification captured at the session, not reconstructed later.