5 Best ABA Scheduler Software for Therapy Practices in 2025
We tested 15+ ABA scheduling platforms and found the top 5 that simplify appointments and reduce administrative burden.
Top 5 best ABA scheduler software: At a glance
Note: The starting prices listed here are true as of November 2025. For current prices, please check their websites.
1. Passage Health: Best overall for consolidating multiple systems into one platform
What it does
Passage Health is an EMR platform built specifically for ABA practices. Everything your team needs lives in one system: scheduling, clinical notes, data collection, billing, and authorization tracking.
Who it's for
Growing ABA practices that are tired of managing multiple disconnected tools. If you're juggling a separate billing system, scheduling spreadsheets, and a data collection app, Passage replaces all three.
Key features
- Unified calendar with real-time visibility: View all learner and staff schedules in one color-coded dashboard. You can instantly spot conflicts and fill open slots without jumping between multiple calendars.
- Authorization tracking that prevents claim denials: The system monitors insurance-approved hours for each learner and blocks you from scheduling sessions beyond authorized limits. This catches billing problems before sessions happen, not after claims get denied.
- Automated conflict prevention: The scheduler respects client and staff availability blocks and time off requests. No more manual checking or accidentally booking sessions during time off.
- Session-to-billing automation: Scheduled sessions automatically populate billing records with the correct details. This eliminates the manual data entry that causes mismatched session times or missed billable hours.
- Mobile schedule access: Therapists can see their full schedule, start sessions, and document notes directly from their device. Updates sync in real-time across the platform, so other teammates always see current information.
Pros
- One login replaces multiple systems, giving your team more time for delivering care
- Scheduling data flows directly to billing, which cuts claim denials caused by data entry errors or missing information
- The system flags expiring authorizations and incomplete documentation before they create revenue problems
- Dedicated onboarding team with expertise in ABA practice management
Cons
- Requires more time to set up clinical workflows, billing rules, and staff permissions compared to basic schedulers
- Practices wanting only scheduling features may find it's more than they need
Pricing
Contact Passage Health for a custom quote based on your practice needs.
Bottom line
Choose Passage Health if you're losing revenue to authorization mistakes or the inefficiency of managing separate systems. Our platform makes sense for practices ready to consolidate their scheduling, documentation, and billing, and eliminate the double-entry work that wastes clinical hours.
2. Artemis ABA: Best for smart scheduling automation
What it does
Artemis ABA offers cloud-based practice management with scheduling, data collection, clinical documentation, billing, and reporting. The platform runs on Salesforce Cloud and emphasizes automation to reduce manual scheduling work.
Who it's for
Growing ABA practices that want smart scheduling without enterprise-level complexity. Good fit for teams that want automated provider matching and scheduling optimization but don't need the full clinical depth of all-in-one platforms.
Key features
- Smart Match Search for provider assignments: The system suggests therapist-to-learner matches based on credentials, availability, and treatment goals. It helps schedulers save time and reduce scheduling conflicts.
- Drag-and-drop session rescheduling: Move appointments by dragging providers or learners into new time slots. View real-time updates as you reschedule cancellations.
- Authorization tracking: The scheduler checks insurance authorization limits before confirming a session. This prevents accidental overbooking and revenue loss from unbillable services.
- Multi-provider session support: You can assign multiple providers to a single session, like pairing an RBT with BCBA supervision. This makes supervision scheduling simple.
- Dashboard for scheduling oversight: Track scheduled, completed, and canceled sessions with built-in reporting. The dashboard surfaces patterns like frequent cancellations or authorization gaps.
Pros
- Smart matching and automation reduce manual work and scheduling errors
- Starts at $39.99/user/month, making it accessible for growing practices
- Built-in reporting helps you stay informed about authorizations and cancellations
Cons
- Advanced scheduling features only available in higher pricing tiers
- Requires some implementation and staff training to use automation effectively
- Scheduling strength, but less clinical depth than all-in-one solutions like Passage Health
Pricing
Starting at $39.99/user/month for the Emerging plan. The Enterprise plan has tailored pricing.
Bottom line
Choose Artemis ABA if you're a growing practice that wants AI to help with scheduling automation without overpaying for enterprise software. You get smart features like AI-assisted matching at an affordable price point.
However, practices seeking a true all-in-one platform that integrates scheduling with clinical workflows and real-time data collection will find more value in platforms that eliminate the need for multiple systems.
3. Theralytics: Best value for budget-conscious practices
What it does
Theralytics combines scheduling, billing, data collection, and payroll into a simple package. It handles core functions with customization options for your scheduling needs.
Who it's for
Solo BCBAs, startups, and smaller practices where budget is a concern. Ideal if you need reliable core functionality without paying for advanced features you won't use.
Key features
- Multi-location calendar management: This gives multi-site practices visibility into therapist assignments across locations without opening separate calendar views for each facility.
- Search for available providers: The scheduler matches therapists to learners based on their credentials and open time slots. You know the right person is assigned to the right client without manual checking.
- Custom session type tracking: Set up appointment categories like skill assessments, caregiver training, or treatment plan reviews. Labeling session types during scheduling makes it easier to run reports and bill correctly for various service types.
- Therapy room assignment: Link physical rooms to scheduled appointments so the system prevents you from double-booking the same space.
- Built-in travel time and mileage tracking: This creates accurate records for billing travel services to insurance and reimbursing staff for mileage without spreadsheet calculations.
Pros
- Has a lower starting price with transparent per-client pricing
- Has responsive support and quick setup
- Users report that it’s user-friendly and does not require a lot of training
Cons
- Doesn’t allow you to type out the dates as opposed to a drop-down menu
- Limited integrations with other payroll systems.
- Some users report system downtime and app glitches
Pricing
Offers a free Startup Package for 6 months or until your first client, then starts at $20/client/month for practice management software. Practice management + data collection starts at $30/client/month. Minimum monthly fee of $200-$300 (covers up to 10 clients/users). Additional clearinghouse fees may apply.
Bottom line
Theralytics delivers solid scheduling and core practice management at affordable pricing, making it a smart choice for budget-conscious solo practitioners and small practices.
However, growing practices that need advanced clinical features or integration across all practice functions will find more value in comprehensive platforms.
4. CentralReach ScheduleAI: Best for large practices that need multi-location scheduling
What it does
CentralReach uses AI to automate complex scheduling for ABA practices. It's part of CentralReach's comprehensive practice management suite.
Who it's for
Enterprise ABA organizations and large multi-site practices managing many providers. Ideal if you need advanced scheduling optimization across locations and have complex compliance requirements.
Key features
- AI-powered schedule optimization: CentralReach uses AI to automatically build schedules based on client needs and provider availability and qualifications..
- Real-time adjustments: Instant updates show when a session is canceled or moved. This helps you fill open slots quickly without manual rework.
- Automated compliance safeguards: The scheduler builds in credentialing requirements, authorization hour limits, and labor law compliance rules, reducing claim denials.
- Efficient route scheduling: The scheduler builds daily routes that minimize drive time between appointments.
Pros
- Identifies open time slots and suggests how to increase provider utilization
- Enterprise-grade AI scheduling can increase practice efficiency
- Strong brand recognition and comprehensive feature set for large organizations
- Automated compliance checks reduce billing errors from credentialing and authorization issues
Cons
- Enterprise-level pricing; cost of add-on features becomes inaccessible for small practices
- Some users report lack of transparency around contracts
- System is overcomplicated and requires significant staff training
Pricing
Pricing available by quote. Cost varies based on practice size and complexity.
Bottom line
CentralReach delivers powerful AI-driven scheduling optimization for large enterprises managing complex multi-location operations.
The complexity, higher cost, and reported reliability issues make it less suitable for growing practices. Smaller to mid-sized practices seeking intuitive, reliable scheduling with smooth billing integration may find better value in platforms that offer simpler workflows.
5. Raven Health: Best for small practices looking for easy-to-use scheduling
What it does
Raven Health is an ABA platform combining scheduling, treatment planning, offline data collection, and billing. It offers flexibility with customizable and drag-and-drop scheduling.
Who it's for
Smaller practices (10-30 therapists) seeking straightforward scheduling that's quick to implement. Ideal if you prioritize ease of use and fast staff adoption over advanced scheduling features.
Key features
- Multi-view color-coded calendars: Distinguish appointment types, locations, and statuses using color coding. View multiple staff schedules at the same time to identify availability and conflicts quickly.
- Quick appointment setup: Book sessions by selecting only five fields, with an option to set sessions to recur automatically.
- Automatic data syncing: Work across devices with real-time data syncing. When you get connectivity back, all your documentation, schedules, and data sync automatically without manual uploading or re-entry.
- Platform-wide ease of use: The entire system, including scheduling, is designed for quick adoption. This reduces training time and troubleshooting across your entire team.
Pros
- Offline functionality for therapists working in locations with poor connectivity
- Fastest onboarding time (one review reported 15 minutes for RBTs, under 1 hour for BCBAs)
- Responsive support team with quick resolution times
Cons
- Limited billing integration, so you may need separate billing software for complex claims management
- Basic reporting capabilities compared to platforms offering deeper analytics
- Fewer customization options than comprehensive practice management systems
Pricing
Starts at $29/client/month, plus a $500 implementation fee. Offers a 30-day free trial.
Bottom line
Choose Raven Health if you need simple, easy-to-learn scheduling with color-coded views and basic appointment management. The fast onboarding makes it practical for small practices wanting to get up and running quickly.
However, practices requiring robust scheduling automation, detailed analytics, or simple scheduling-to-billing integration will find gaps.
How to choose the best ABA scheduler software
Look for:
- Fit with actual ABA scheduling workflows: Check the scheduler supports what’s important to your practice. Features include supervision ratios, travel time between sessions, recurring sessions, multiple locations, and authorization limits.
- Billing integration and claim accuracy: Scheduling errors often cause claims denials. So, make sure the scheduler feeds into billing so that correct staff, CPT codes, units, and authorizations flow automatically.
- Central schedule dashboards: Good scheduling software should provide dashboards showing utilization, cancellations, travel time losses, remaining authorizations, staffing gaps.
- Built-in security and compliance: Must be HIPAA-compliant, support role-based access, audit logs, and secure mobile/field use.
- Ease of use and onboarding: The scheduler should reduce admin burden, not increase it. Check user reviews or speak to your network to learn about real-world experiences.
Test for all these functions during demos. Try real tasks like last-minute client cancellation, filling staff gaps, and adding supervision sessions.
Which ABA scheduler software should you choose?
The best pick depends on your practice size and priorities.
Choose Passage Health if:
- Your practice is growing and you don’t want duplicate data entry, billing errors, and delayed clinical decision-making
- You're currently using multiple disconnected systems and losing money to manual errors and compliance gaps
- You want real-time visibility into practice health (financial performance, staff utilization, client progress, authorization usage)
- You're ready to invest in comprehensive operational transformation
Choose CentralReach if:
- You're a large enterprise managing 100+ staff across multiple locations and need advanced AI-powered scheduling optimization with complex compliance automation and multi-location management.
Choose Raven Health if:
- You're a small practice (under 50 therapists) prioritizing speed of implementation and ease of use over advanced automation, and you're willing to manage billing separately since scheduling-to-billing integration is limited.
Choose Theralytics if:
- You're a startup or solo BCBA where cost is your primary constraint, and you need a basic bundled solution for scheduling, billing, and data collection on a tight budget.
Why you should choose Passage Health as your ABA scheduler software
Passage Health brings scheduling, data collection, billing, and compliance into one system designed for ABA practices. You get:
- Compliance built into daily workflows: Track authorization limits in real-time and prevent scheduling beyond approved hours.
- Fewer claim denials and faster cash flow: When scheduling data automatically flows to billing with all required details already populated, denials drop.
- Less staff burnout through smarter scheduling: Smart scheduling respects geographic reality, groups nearby clients, and builds realistic workloads.
- Real-time operational visibility: Integrated schedulers show real-time visibility into therapist productivity, profitable clients and locations, where revenue leaks, and how staffing choices affect cash flow.
Book a demo to see how Passage Health can help you automate scheduling.
Frequently asked questions
What is an ABA scheduler?
An ABA scheduler is a software tool that plans therapy sessions while automatically respecting clinical needs, insurance rules, staff availability, and client schedules.
How does ABA scheduler software work?
ABA scheduler software uses rules-based logic to automatically build schedules that follow clinical requirements and payor policies.
Advanced systems assign therapists based on credentials, availability, and client needs, while tracking travel time, authorized hours, and supervision requirements.
How do I create an effective ABA schedule?
You can create an effective ABA schedule by matching each client's authorized hours and therapy goals with qualified available providers..
Make space for supervision time and minimize driving time or gaps between sessions. The best schedules use tools that update automatically when cancellations happen, so clients receive consistent treatment and staff don't burn out.
Is ABA scheduler software HIPAA compliant?
Yes, ABA scheduling platforms are built to meet HIPAA privacy and security standards.
That includes encrypted data transmission, secure log-ins, role-based access controls, and audit tracking.
These protections keep client health information private, whether therapists use the system in the clinic, at home, or in the field.
Can software help reduce cancellations and no-shows in ABA therapy?
Yes, scheduling software reduces cancellations and no-shows through automated parent reminders and easy rescheduling tools.
It can also track cancellation patterns so practices can intervene early with families who are missing too many sessions.
References
Artemis ABA. (2025). ABA practice management and billing software. https://www.artemisaba.com/
CentralReach. (2025). Maximize efficiency and revenue with ABA scheduling software. https://www.centralreach.com/products/scheduleai/
Passage Health. (2025). All-in-one EMR and practice management for ABA therapy. https://www.passagehealth.com/
Raven Health. (2025). Mobile-first ABA practice management platform. https://www.ravenhealth.io/
Theralytics. (2025). Leading ABA practice management software. https://www.theralytics.net/
