Built by operators who ran ABA practices.

One practice or ten clinics. You don’t carry it alone.

Running an ABA practice asks everything of you. Wilma® takes the part that doesn’t need you — and brings you the part that does.

Claims taking hours? Denials coming back?

Core ships full ABA revenue cycle: EDI claim submission, ERA auto-posting, denial workflow, revenue analytics. Add the AI add-on for pre-submission claim scrubbing and denial prediction so claims ship clean the first time.

EDI claim submission

Submit clean claims directly to clearinghouses without leaving Wilma.

AI claim scrubbing+AI

Every claim checked against payer rules before it ships. Catch gaps in the queue, not in a 60-day denial.

ERA auto-posting

Electronic remittance advice posts to the right claim automatically. No manual reconciliation.

Denial management

Denials route with payer context and root-cause categorization.

Revenue analytics

Live clean claim rate, days-in-AR, denial reasons. The numbers that matter, available now.

A calendar that lets you double-book? Authorizations it cannot see?

Smart scheduling that knows your authorizations, staff availability, and client preferences. Wilma prevents conflicts before they happen and suggests optimal appointment times.

Authorization-aware scheduling

Unit balance live during booking. Wilma flags before you over-schedule a client's authorization.

Conflict detection

Double-bookings, location conflicts, drive-time issues — all surfaced before they cause a problem.

Coverage workflow

Cancellations open coverage tickets automatically. Eligible staff surface for one-click coverage.

Care team calendars

BCBA, RBT, and supervisor calendars in one view. Coordination without a coordinator.

Cancellation management

Late cancels logged with payer-correct documentation. Make-up sessions tracked against authorization.

Want to streamline session documentation?

Core ships BACB-compliant data collection, real-time graphing, goal tracking, and progress reports. Add the AI add-on for session-note drafting so your BCBA reviews and signs in minutes, not hours.

ABC data model

Antecedent, behavior, consequence captured in real time. Frequency, duration, latency, mastery — all native.

Real-time graphing

Goal progression visualized as data comes in. Parent-ready visualizations without rebuilding.

AI session notes+AI

Drafted from the actual session data. BCBA reviews, signs, moves on. Minutes, not hours.

Voice Notes+AI

Replaces a separate AI scribe. Record the session and the note drafts itself from what was said, speakers separated. Consent captured before recording starts; the BCBA reviews and signs.

Parent-training notes from the session+AI

A parent-training session produces no trial data — the clinical content is the exchange with the caregiver. The note is written from the coaching, their practice, the feedback and the barriers raised.

Goal tracking

Mastery criteria tracked per target. Generalization probes scheduled. Progress visible to parents.

Progress reports+AI

Treatment-plan progress assembled from live data. Quarterly reports drafted, not built from scratch.

Credentials tracked in a spreadsheet? Turnover you never saw coming?

From onboarding to payroll-ready exports, Wilma handles your entire employee lifecycle. Automated credential alerts, self-service onboarding, and integrated timesheets.

Self-service onboarding

New hires complete paperwork, training, and credential capture before their first day.

Credential tracking

BCBA and RBT certification expirations surfaced weeks ahead. No audit-day surprises.

Timesheet management

Mobile clock-in/out with geofenced verification. EVV-ready for state Medicaid programs.

Payroll integration

Hours flow from sessions into payroll-ready exports for Gusto, ADP, Paychex. Multi-entity, state-aware labor data.

Performance reviews

Supervision hours, productivity, clinical outcomes — assembled per BCBA, per RBT, per period.

Scattered messages across systems?

Native voice, SMS, voicemail and fax — available with the Phone add-on (+$10/user/mo). Every call threads to the right client record. Every message logged. HIPAA throughout. Pair with the AI add-on for AI-summarized voicemails and an AI receptionist.

Shared practice phone line+Phone

Native business phone with IVR routing by reason. Calls match to the client record automatically.

SMS messaging+Phone

Two-way HIPAA-compliant text. Appointment reminders, intake nudges, parent updates — all logged.

Voicemail with auto-transcription+Phone

Voicemails transcribed automatically and threaded to the client record.

Call recording+Phone

Optional per-number or per-call type. Encrypted at rest. Available in the client record.

AI call summarization+AI +Phone

Calls and voicemails summarized with proposed follow-ups.

AI receptionist / IVR+AI +Phone

Inbound calls answered, routed by intent, and intakes booked automatically.

Inbound & outbound fax

Referrals and authorizations arrive as fax; reports go back the same way. Both land on the client record, not a machine in the corner.

Fax an ABA report directly

Send a completed report to a payer or pediatrician from the report itself, with the transmission history kept against it.

Need confidence in compliance and data security?

Practice-grade security with HIPAA compliance built in. Detailed audit logging, role-based access controls, and compliance documentation that keeps you ready for any review.

HIPAA compliant

End-to-end encryption (AES-256 at rest, TLS 1.2+ in transit). Audit log on every PHI access.

End-to-end encryption

Data encrypted at rest and in transit. Field-level encryption on the most sensitive PHI.

Audit logging

Every access, change, and export logged with user, timestamp, and source IP. Exportable for audit prep.

Role-based access

Minimum-necessary access by job function. Permission changes audit-logged.

BAA included

Business Associate Agreement signed at contract execution. Standard with every customer.

Your BCBAs bill 25 hours but work 40+.

With the AI add-on (+$20/user/mo), Wilma handles the admin so your clinicians stay clinical: drafts session notes, scrubs claims, answers practice-data questions, surfaces auth expirations and credential renewals, flags trends from case data — all within rules you define, with human sign-off on every output.

AI-drafted session notes+AI

Real-time data feeds the draft. Goals linked, medical-necessity language applied. BCBA reviews and signs.

Pre-submission claim scrubbing+AI

Every claim checked against payer rules before it ships.

Practice data answers+AI

Ask Wilma about caseload, AR aging, supervision ratios. Sourced from your own database, not the internet.

Proactive auth & credential alerts+AI

Authorization renewals and credential expirations surface weeks ahead, not on the day they expire.

Case-data trend surfacing+AI

Patterns from case review surface for the BCBA — a stalling goal, a denial trend, a coverage gap — for human decision.

Your admin team is doing work the software should be doing.

You hired great people, then handed them workarounds, duplicate entry, and tools that do not talk to each other. Wilma doesn't add another tool — she replaces the workarounds with one system where everything connects.

One login for everything

No password-manager-full of vendor logins. Every workflow inside Wilma.

Zero duplicate data entry

Insurance captured once. Sessions feed notes feed claims. Authorizations tracked everywhere.

Connected workflows

A signed note triggers the claim. A renewal alert opens the documentation packet. End to end.

Real-time visibility

Clinical, billing, ops, and HR all see live data. No exports, no reconciliation step.

Configurable to your practice

Rules, templates, and workflows shaped to how you actually work — not the vendor's idea of you.

Inside Wilma

The same record, whatever size you are.

One practice or ten clinics: the session, and the claim it becomes.

The biggest threat to your practice isn't competition. It's your software.

The gap isn't effort — it's that the tools you rely on were built to store and submit, not to think of everything. Wilma was.

Your documentation determines whether you get paid — or clawed back.

Denials, authorization failures, clawbacks — it all comes down to whether your notes match what your specific funder requires. Wilma checks before you submit.

"Two years in a row — 100% audit scores on our notes. When the auditors asked our secret, we just smiled and said 'Wilma.'"

— Clinical Director

You outsource billing and still can't sleep.

You're paying a billing company AND checking their work. Chasing claims, verifying payments, finding dropped balls 90 days later. Bring it in-house with Wilma — see everything in real time.

"We brought billing in-house with Wilma and the savings alone cover the cost of the software."

— ABA Clinic Director

Your BCBAs bill 25 hours but work 40+.

Session notes. Progress reports. Parent training prep. Scheduling. Documentation QA. None of it bills but all of it has to get done. Wilma handles the admin so your clinicians stay clinical.

"By the time I finish notes, write the parent update, and review RBT documentation, my ‘25 billable hours’ is really a 45-hour week."

— BCBA

Wilma drafts session notes from real-time data, drafts parent updates for review, and flags documentation gaps before claims ship — so BCBA time goes back to clinical work.

Your admin team is doing work the software should be doing.

You hired great people, then handed them workarounds, duplicate entry, and tools that do not talk to each other. Wilma doesn't replace your admin. She makes them unstoppable — with workflows that actually fit how your practice runs.

"You guys have thought through everything."

— ABA Practice Owner

You don't think about labor law until it costs you six figures.

Credential tracking, policy enforcement, termination documentation — you don't have a system for any of it. You handle it when it comes up. Until it comes up big.

"A single event can cost you enough to put your lawyer's kids through college."

— ABA Practice Owner

Wilma costs less than what you're paying now. And does 10x more.

Not a cost center. A revenue generator. Same staff, same processes — more revenue, less friction. Practices switch to Wilma and don't just save money, they earn more.

"Our collections went up and our overhead went down. Same team, same clients."

— ABA Clinic Director

Every problem above.

One answer:

Wilma.

Every problem above has an answer — and it's the same answer. Your admins stop doing the software's job. Your BCBAs stay clinical. Your clients get better care. And you fall back in love with why you started your practice in the first place.

Documentation That Pays

AI checks your notes against payer-specific requirements before you submit. Fewer denials. Fewer clawbacks. More revenue collected the first time.

Billing You Can Actually See

Every claim, every payment, every denial — one dashboard, real time. No more chasing your billing company for answers you should already have.

Clinical Time Recaptured

AI drafts notes, answers staff questions, and handles the admin your BCBAs shouldn't be doing. More billable hours, less burnout.

Admins Unchained

Workflows built around how your practice actually runs. No workarounds, no duplicate entry, no moving between tools that do not talk to each other.

Compliance on Autopilot

Credentials tracked, policies enforced, documentation audit-ready. You don't think about it until it matters — Wilma thinks about it all the time.

More Revenue, Less Software

Replace the separate tools with one platform that costs less and does more. Same team, same clients — better outcomes, better margins.

Dig deeper

What you get

Everything you need to run it.

Whatever shape your practice is, the same platform runs all of it — nothing bolted on, nothing billed separately.

Clinical

Collected once, reused everywhere it is needed.

• Data collection Trial-by-trial, frequency, duration, interval and ABC — offline-first.
• Automatic graphing Mastery criteria and goal progress, live rather than warehoused.
• ABA reports The report assembles itself from the record. You review and sign.
• Goal bank AI-personalized goals drawn from the client’s own plan.
• Session notes Written in the way your BCBAs already write them.
• Voice notes AI + Phone add-onRecord it, and the note is drafted and transcribed from it.
• AI note drafting AI add-onDrafted from the whole client record, not just the audio.
• Note auditing Gaps surfaced before a payer finds them.
• Supervision tracking One tap to log; BACB ratios tracked against the rules.
• Parent-training notes Drafted from the session that generated them.

Billing & revenue

Billing stays with you, and nobody takes a cut of it.

• Billing ABA-specific CPT® and HCPCS with per-payer modifier rules.
• EDI clearinghouse Included. Not a separate vendor and not a separate bill.
• ERA posting Remittances post themselves against the claims they belong to.
• Claim scrubbing AI add-onChecked before submission, not after the denial.
• Denial workflow A denial arrives with the reason and what to do about it.
• Authorization tracking Units decrement per session; renewals surface weeks ahead.
• Invoicing & rates Private-pay invoicing and rate management on the same record.
• Revenue reporting Who paid, what is owed, what is outstanding — in one place.

Running the day

The moving parts, held together without anyone chasing them.

• Scheduling Placed against units, drive time, and who is actually qualified.
• EVV Native, with state Medicaid rule packs.
• Client intake Families enter their own details and upload their own documents.
• Insurance capture Captured and stored at intake, on the record from the start.
• Parent portal Schedule, progress, signing and messaging — under your brand.
• Taskboards & workflows What is waiting, on whom, and for how long.
• Telehealth Works with the Zoom, Teams or Meet account you already have.

Communication

Every conversation lands on the client’s record by itself.

• Business phone line Phone add-onWith IVR, forwarding to the phones your team already carries.
• Call recording & transcription Phone add-onThreaded to the record, so nobody types the call up after.
• Two-way SMS Phone add-onTexts filed where they belong.
• Inbound & outbound fax Phone add-onSend the ABA report to the funder without leaving the platform.
• Email & secure messaging On the same record as everything else.
• AI call summaries AI + Phone add-onThe gist, on the record, before you hang up.

People & compliance

The business layer most platforms hand to somebody else.

• Employee records Profiles, onboarding, and time-off in one place.
• Credential expiry tracking Surfaced weeks ahead, not the week after.
• Timesheets Reconciled against the sessions that were actually delivered.
• Payroll-ready exports For Gusto, ADP and Paychex — you keep your payroll provider.
• HIPAA compliance Encryption, role-based access, and audit logging on every record.
• Consents & signatures Captured, stored, and findable when someone asks.
• Incident reporting Logged against the client and the staff member both.
• Reporting & dashboards Revenue, clinical and compliance views, exportable.

Everything above is in the Core plan except the items badged AI or Phone, which are the optional AI (+$20/user/month) and Phone (+$10/user/month) add-ons.

Ready to solve your practice challenges?

See how Wilma can transform your ABA practice. Book a personalized demo today.