The complete guide to ABA scheduling software. Authorization-aware AI scheduling, instant callout coverage, built-in EVV and telehealth, BACB supervision scheduling, and live utilization — all on one platform.
Frequently asked questions
What is ABA scheduling software?
ABA scheduling software manages the complex calendar of an Applied Behavior Analysis practice: matching RBTs and BCBAs to clients based on credentials, skills, location, and authorization; handling callouts and coverage; verifying visits (EVV); scheduling supervision to meet BACB ratios; and tracking utilization of authorized hours. In an all-in-one platform like Wilma, the schedule shares one database with authorization, billing, and data collection, so a booked session is a billable session.
How does Wilma handle a same-day callout?
When an RBT calls out, Wilma surfaces available, credentialed, nearby staff in a single view so your admin can rebuild the day in about ten minutes instead of ninety. Reassigning a session notifies the client, the covering RBT, and the BCBA automatically — the family keeps their morning and the schedule holds.
Does scheduling respect insurance authorizations?
Yes — this is core to ABA scheduling. Wilma reads the live authorization and won’t let sessions stack beyond approved units, keeps the scheduled service code aligned with what’s authorized, and surfaces renewals weeks ahead. Because schedule and billing share one record, you don’t create sessions that become denials 60 days later.
Is EVV (Electronic Visit Verification) included?
Yes. EVV is built in — visits are captured with the time and location detail Medicaid requires, with state-specific rule packs, and verified visits feed billing directly. There is no separate EVV app or portal to reconcile.
Can it schedule telehealth sessions?
Yes. Telehealth sessions are booked and launched from the same calendar as in-person and in-home sessions, so your team manages one schedule rather than juggling tools.
How does supervision scheduling work?
Supervision is scheduled against BACB ratio requirements, and once a BCBA logs the supervision — in person or remotely — Wilma counts the hours toward those requirements automatically. RBTs get feedback the same day, and supervision stays compliant as caseloads change, without manual calendar juggling.
What scheduling analytics does Wilma provide?
Live utilization (authorized vs. delivered hours by client), productivity and fill rate per RBT and BCBA, and gap detection that surfaces open slots and under-utilized authorizations before the cycle closes — protecting both compliance and revenue.
How much does it cost?
Scheduling is part of Core at $30/user/month, including AI-assisted matching, callout coverage, authorization guardrails, EVV, telehealth scheduling, supervision scheduling, and utilization reporting. The AI add-on (+$20/user/month) adds deeper agentic automation across the rest of the platform.
Does it integrate with the rest of my operations?
It isn’t an integration — it’s one platform. Scheduling shares a database with data collection, session notes, authorization tracking, billing, and the built-in phone system, so changes propagate everywhere automatically with no sync delay.
How does Wilma compare to scheduling in CentralReach or Aloha ABA?
Wilma’s scheduling is agentic (it proposes optimized schedules and absorbs callouts, pending your approval) and fully connected to authorization and billing on one record. Aloha, for example, pairs scheduling with separate clinical tools. See the CentralReach comparison.
Is Wilma HIPAA compliant?
Yes. End-to-end encryption (AES-256 at rest, TLS 1.2+ in transit), role-based access, full audit logging on every PHI access, and BAAs standard with every customer agreement.