ABA Billing Training: How to Choose the Right Program in 2025

Running an Applied Behavior Analysis (ABA) therapy practice means juggling care, compliance, and countless insurance claims. Yet, one of your biggest challenges as an ABA provider is getting paid accurately and on time. 

That's why you need ABA billing training for your practice.

This guide shows you how to evaluate training programs, avoid costly billing mistakes, and build a billing team that gets claims paid the first time. 

What is ABA billing training?

ABA billing training teaches your team how to submit therapy claims correctly to insurance. This training zeroes in on autism services, instead of generic medical billing.

Picture this: Your new biller stares at a session note saying, "Tommy practiced requesting during snack time for 2 hours." Training teaches them to translate that into a claim that gets paid: 8 units of 97153, modifier HM, with supporting documentation for medical necessity.

Training programs teach ABA billing codes, documentation, and reimbursement compliance best practices.

Who needs ABA billing training?

Any staff involved in therapy and billing needs ABA billing training. This includes:

• Billing specialists and revenue cycle managers: They need deep knowledge of codes, modifiers, and payor requirements because they handle day-to-day claim submissions.
• Board Certified Behavior Analysts (BCBAs) and clinical directors: Their documentation determines reimbursement. Training helps them write notes that show medical necessity and prevent audits.
• Practice owners and administrators: They should understand denial patterns, aging reports, and key performance indicators like days in accounts receivable. This helps spot problems early on.
• Registered Behavior Technicians (RBTs): They’ll benefit from basic billing awareness. When they understand how documentation affects payment, they'll write more detailed session notes.

How ABA billing training solves billing challenges

We know you didn't get into ABA to become a billing expert. But the reality is, untrained billing staff costs your practice money every day. Proper training gives you:

• Faster payment cycles: Trained billers submit clean claims that get paid quickly. Your cash flow improves when claims are processed correctly the first time, cutting your wait time for reimbursement.
• Fewer denials: Billing training helps you reduce your denial rates through more accurate claims. Each prevented denial saves you the cost of rework, staff time spent on appeals, and the risk of never collecting payment.
• Compliance protection: The Office of Inspector General (OIG) found over $18 million in improper Medicaid payments for ABA services in Wisconsin and $56 million in Indiana, much of it caused by coding errors and missing documentation. 

These audits show what happens when billing doesn’t align with state and federal requirements. Training helps your team stay compliant from the start, protecting you from these expensive mistakes.

• Staff retention: Confused, frustrated staff means more turnover, leaving you to restart the training process. When you invest in thorough training, you build a confident team that sticks around and saves you recruitment costs.

What separates effective ABA billing training from the rest?

Effective ABA billing training programs cover these essential modules:

1. ABA billing code mastery

Your staff will get familiar with ABA-specific codes, including:

• Standard Category I CPT for established services
• Standard Category III CPT for emerging procedures
• Healthcare Common Procedure Coding System (HCPCS) for items, supplies, and services not covered by CPT codes

You practice with actual session notes from your clinic. "Maria provided hand-over-hand prompting for tooth brushing," becomes a live coding exercise. Your team learns codes by using them, not memorizing definitions from flashcards.

Your billing team also needs to stay up-to-date with changes to codes and modifiers to avoid denials or delays.

2. Payor-specific requirements

Each insurance company has its own rules. Medicaid requirements vary by state, Blue Cross has different authorization processes than Aetna, and some payors use different codes entirely. Training covers your top payors' specific requirements, so your team submits claims correctly the first time.

3. Documentation standards

Billers learn what makes a note "billable." They understand how to read clinical notes and spot missing elements before submission.

Perfect coding means nothing without supporting documentation. ABA billing training teaches billers to verify:

• Session notes match billed services: If billing 4 hours of 97153, the note must show 4 hours of direct therapy. Start and end times must be exact, not rounded.
• Medical necessity is clear: Notes should reference target behaviors from the treatment plan. "Worked on goals" won't survive an audit. Billers will learn to spot weak documentation before submitting claims.
• Supervision documentation aligns: When billing for supervision, both BCBA and RBT notes must show overlapping times. Missing RBT documentation causes supervision claim denials.
• Data collection shows progress: Payors want proof that therapy works. Session notes should include percentage data, frequency counts, or duration measures for targeted behaviors.
• Signatures and credentials present: Electronic signatures must include date, time, and credentials. Missing credentials trigger denials, even with perfect documentation otherwise.
  

4. Denial management workflow

Trainers bring actual denied claims (with personal details removed) and dissect what went wrong. You see real explanations of benefits (EOBs), spot the denial codes, and learn the fix. Your team learns how to read remittance advice and file appeals. 

5. Compliance and ethics

Training should cover how to check client eligibility, get prior authorizations, and follow HIPAA rules. 

Your team learns specific insurance payor requirements for ABA service authorizations and how to protect patient privacy during billing. 

Some programs also cover fraud prevention and ethical billing, but the main focus is on accurate claims and timely reimbursement.

6. Software training

Your team is also trained to use ABA billing software. They learn to work with:

• Practice management systems
• Clearinghouse tools
• Payor portals
• Data analytics tools
• Integration features

During training, billers practice in sandbox environments. They submit test claims, process mock denials, and run practice reports without affecting real data. This hands-on experience builds confidence before handling actual revenue.

Many practices partner with ABA therapy billing services to handle these complex systems while their staff learns the ropes.

How to choose the right ABA billing training program

The last thing you want is to invest time and resources in training that misses the mark. Here's what to check for in a training program:

1. Instructor expertise: Look for trainers with 5+ years of recent ABA billing experience from a reputable ABA billing company. They should know specific payor quirks, not just the general billing process. 
2. ABA-specific content, not generic medical billing: Your team needs ABA-focused training using actual behavior analysis scenarios. Plus, billing rules change quarterly. Verify the program covers recent ABA CPT code updates and modifier requirements.
3. Format matching your needs: Live virtual training allows real-time questions but requires schedule coordination. Self-paced modules work for experienced billers needing updates. New staff can benefit from cohort-based programs with peer support.
4. Practical application opportunities: Theory without practice doesn't stick. Programs should include claim-building, denial resolution, and documentation review exercises.
5. Post-training support: How will your team get their questions answered after training ends? Quality programs offer follow-up Q&A sessions, resource libraries, or ongoing consultation to reinforce learning.
6. Certification or continuing education credits: Some programs offer medical coding CEUs from the American Academy of Professional Coders (AAPC) or state-specific certifications. These credentials help satisfy payor requirements for your billing personnel.

Common ABA billing mistakes you don’t want to make

Are any billing frustrations keeping you up at night? Training helps prevent these common billing mistakes that can cost your practice:

Using the wrong CPT codes for services rendered 

Each Current Procedural Terminology (CPT) code has specific requirements your team must memorize. Billing 97151 (assessment) when you provided 97153 (direct therapy) triggers automatic denials. 

Missing or incorrect modifiers 

Modifiers are two-character codes that tell insurance companies important details about your service. HO indicates a BCBA provided the service, XE shows that multiple services on the same day were separate sessions, and GT marks telehealth visits. Forgetting these small codes delays payment or triggers denials, even when the service was authorized and necessary.

Documentation doesn't support billing 

Insurance companies reject claims when your clinical notes don't match the billing codes you used. If your note says "played with blocks" but you billed for adaptive behavior treatment, your claim may get denied. 

Submitting to the wrong payor ID 

Medicaid managed care organizations each have unique payor IDs. Bill the wrong one, and you have to wait extra days for payment.

Expired or missing authorizations 

Most ABA services require prior authorization. Claims submitted after authorization expires get denied automatically, even for medically necessary services.

Incorrect session units 

ABA billing uses time-based units, and each payor defines how long one unit represents. Most use 15-minute increments, meaning a 4-hour session equals 16 units. If you miscalculate and bill the wrong number of units, you could miss out on revenue or your claim can even be denied. 

How smart software turns every claim into a training session 

We don’t like to admit it, but people forget what they’ve learned soon after training sessions. The right billing software makes training stick through daily use.

Automatic code validation

Platforms like our practice management system flag incorrect code combinations before submission. Your team learns from these real-time corrections instead of discovering errors weeks later when denials arrive.

Required documentation fields 

Software won't let billers submit claims missing key elements. This enforces proper documentation habits and reduces the chance of denial due to incomplete information.

Denial pattern tracking 

Modern platforms analyze denial trends and highlight which mistakes occur most frequently. Billers can see trends to adjust their process and provide additional training before patterns become costly.

Built-in payor rules 

Updated payor requirements, once entered, load automatically. Your staff works with current guidelines without needing to memorize every rule change across multiple insurance companies.

Simplify ABA billing training with Passage Health

Training becomes easier when your software works with you. 

Passage Health is an all-in-one EMR/EHR software for autism service providers that simplifies the learning process for billing staff. Our platform:

• Prevents common billing errors through intelligent automation: Session notes created in our ABA data collection software automatically fill in billing fields with the correct service codes. You can also enter specific payor rules across codes, modifiers, units, and even concurrent billing. Then, the system will automatically put the right information onto the claims. 
• Real-time authorization tracking: The system shows you when authorizations are about to expire, tracks remaining units, and flags sessions that exceed approved hours. Your team can focus on submitting claims rather than on authorization calculations.
• Pre-submission error checking: If you’re missing modifiers and notes, or have incorrect units, our platform catches these issues before claims go out. Every submission becomes a learning opportunity that reinforces proper billing practices.
• Payor updates: When your payor updates authorization requirements or billing codes, you can change the settings for the payor, and the new rules will pull over to other claims. That way, your billers work with current requirements without needing additional training on every regulatory change.
• Revenue analytics: Dashboards show exactly where denials occur by code, biller, or payor. You can identify training gaps through data, then address specific problems in your billing process.
• The Passage Health billing bootcamp: Passage Health offers a 4-week small group training led by our Director of Billing Solutions, Julie Hernandez. The training covers the basics of ABA billing and best practices.

Ready to cut billing training time while improving accuracy? Book a demo to see how our platform reduces billing errors and speeds up payments for ABA practices.

Frequently asked questions

What is ABA billing?

ABA billing is the process of submitting insurance claims for ABA therapy services. It involves translating clinical sessions into standardized codes that insurance companies recognize and pay for. 

ABA billing requires specialized knowledge of behavior analysis services, autism-related diagnosis codes, and the unique requirements that payors demand for ABA therapy. 

What topics are covered in ABA billing training?

ABA billing training covers CPT codes, prior authorization processes, documentation requirements for medical necessity, payor-specific guidelines, denial management, and compliance standards.

Are there online ABA billing courses?

Yes, multiple organizations offer online ABA billing courses, including self-paced modules through AAPC, live virtual workshops from state ABA associations, and certification programs from specialized training companies. Passage Health also offers a billing bootcamp for customers, where you can learn the fundamentals of ABA billing and RCM.

Do I need a certification for ABA billing?

You don’t need a certification for ABA billing, as no federal law requires it. But many ABA clinics and healthcare organizations prefer to hire billers with credentials. 

Some insurance payors prefer or require billing staff to hold credentials such as the Certified Professional Biller (CPB).

How long does ABA billing training take?

Basic ABA billing training takes 8-40 hours over 2-5 days. New billers need 3-6 months of supervised practice to reach proficiency. Experienced medical billers transitioning to ABA can complete specialized training in 8-16 hours.

How can software support ABA billing education?

Billing software supports ABA billing education through built-in training modes, automated error checking, and real-time rule updates. Smart software reinforces training through daily use rather than one-time courses.

References

American Medical Association. (2024). CPT (Current procedural terminology). American Medical Association. https://www.ama-assn.org/practice-management/cpt 

American Psychological Association. (2020). Publication manual of the American Psychological Association (7th ed.). https://doi.org/10.1037/0000165-000

Behavior Analyst Certification Board. (2025). BCBA handbook. https://www.bacb.com/wp-content/uploads/2025/08/BCBAHandbook_250818-2-a.pdf

Centers for Medicare & Medicaid Services. (2024). Healthcare Common Procedure Coding System (HCPCS). U.S. Department of Health and Human Services. https://www.cms.gov/medicare/coding-billing/healthcare-common-procedure-system

Centers for Medicare & Medicaid Services. (2024). Medicare claims processing manual. U.S. Department of Health and Human Services. https://www.cms.gov/regulations-and-guidance/guidance/manuals/internet-only-manuals-ioms-items/cms018912 

Council for Affordable Quality Healthcare. (2024). CAQH index report: Annual cost of denials in healthcare. https://www.caqh.org/hubfs/Index/2024%20Index%20Report/CAQH_IndexReport_2024_FINAL.pdf 

LeBlanc, L. A., Heinicke, M. R., & Baker, J. C. (2012). Expanding the consumer base for behavior-analytic services: Meeting the needs of consumers in the 21st century. Behavior Analysis in Practice, 5(1), 4–14. https://doi.org/10.1007/BF03391813 

Maenner, M. J., Warren, Z., Williams, A. R., Amoakohene, E., Bakian, A. V., Bilder, D. A., ... & Shaw, K. A. (2023). Prevalence and characteristics of autism spectrum disorder among children aged 8 years—Autism and Developmental Disabilities Monitoring Network, 11 sites, United States, 2020. MMWR Surveillance Summaries, 72(2), 1–14. https://doi.org/10.15585/mmwr.ss7202a1

U.S. Department of Health and Human Services. (2013). Health Information Privacy. https://www.hhs.gov/hipaa