What workflows does Wilma cover?

Six, on one record: revenue cycle management (EDI claim submission, ERA auto-posting, denial workflow, revenue analytics), authorization-aware scheduling with conflict detection and coverage workflow, clinical data collection and documentation, staff and credential management through to payroll-ready exports, practice communication, and HIPAA compliance with audit logging and role-based access.

Is everything included, or are there add-ons?

Core includes the full revenue cycle, scheduling, BACB-compliant data collection with real-time graphing and goal tracking, credential tracking, and timesheets. Two paid add-ons sit on top: the AI add-on (+$20/user/mo) for claim scrubbing, denial prediction, session-note drafting, progress reports and call summarization, and the Phone add-on (+$10/user/mo) for the business line, IVR, SMS and voicemail transcription.

How does authorization-aware scheduling work?

Authorization unit balances stay live while you book, so Wilma flags an over-schedule before it happens rather than after the claim is denied. She also surfaces double-bookings, location conflicts and drive-time issues at booking time, and opens a coverage ticket automatically when a session cancels so eligible staff can pick it up in one click.

Does Wilma run payroll?

No. Wilma tracks the hours — mobile clock-in/out with geofenced verification, EVV-ready for state Medicaid programs — and turns them into payroll-ready exports for Gusto, ADP or Paychex, with multi-entity, state-aware labor data. Your payroll provider still runs payroll.

What does the AI actually do?

She prepares, drafts and flags, then waits for sign-off. Claims are checked against payer rules before they ship, session notes are drafted from the data collected during the session for a BCBA to review and sign, treatment-plan progress reports are assembled from live data, and calls and voicemails are summarized with proposed follow-ups. A human approves before anything is final.

Is Wilma HIPAA compliant?

Yes. Encryption at rest and in transit, role-based access controls, detailed audit logging, and a BAA standard with every customer agreement.

Built by operators who ran ABA practices.

Every moment in your ABA practice — already in motion.

Running an ABA practice asks everything of you. Wilma handles what's next — drafts, flags, routes — and waits for your sign-off, so the work moves without the weight landing on you. One platform, every workflow.

Spending hours on claims? Getting denials?

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.

Double-booked again? Missing authorizations?

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.

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.

Credential tracking nightmare? High turnover?

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, and voicemail — 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.

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 is overwhelmed — because your software is the problem.

You hired great people. They're drowning in workarounds, duplicate entry, and tools that don't talk to each other. Wilma™ doesn't add another tool — she replaces the duct tape 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.

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 is overwhelmed — because your software is the problem.

You hired great people. They're drowning in workarounds, duplicate entry, and tools that don't 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 chaos. 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 drowning. 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 juggling five tools that don't 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 your patchwork of tools with one platform that costs less and does more. Same team, same clients — better outcomes, better margins.

Dig deeper

Ready to solve your practice challenges?

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

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