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ABA Therapy Practices

Automation Built for ABA Practices — From Referral to Discharge.

AI360° Network builds the complete operational backend ABA clinics need to turn referrals into authorized clients without losing families in insurance limbo. Unified intake, automated insurance-verification tracking, parent communication sequences, BCBA calendar coordination, and a lead-gen dashboard that shows who's coming, who's stuck, and where the pipeline needs attention. Running live at All Aboard ABA.

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The Pattern We Keep Seeing

ABA practices don't lose clients at the clinical level — they lose them in intake.

A pediatrician refers a family. The family calls. The call goes to voicemail. Three days pass. By the time someone follows up, the family has called two other clinics and started paperwork with whichever one answered first.

A family makes it to intake. They fill out half the forms. They miss a signature. Nobody notices because the intake workflow lives in someone's email, not in a tracked pipeline. Two weeks later, the family ghosts — not because they didn't want the service, but because the process felt too complicated.

Medicaid cases get sent to the bottom of the list or declined outright. The practice tells itself this is a financial necessity. But those families came from the same pediatrician referral pipeline as the commercial-insurance families — and when they get rejected, they tell the referring pediatrician. The next batch of referrals doesn't come.

Every one of these problems is an infrastructure problem, not a clinical one. AI360°'s ABA system is built around fixing them.

What's Included

The Full ABA Operational Stack

Pre-built. Pre-integrated. Already running at All Aboard ABA. You customize — you don't build from scratch.

Unified Referral Intake

Every referral lands in one pipeline — pediatrician referrals, web forms, direct parent calls. No silos. No "which inbox did that come through?" Insurance, demographics, and initial notes captured on the first touch.

Insurance Verification Tracking

Automated flags separate commercial insurance from Medicaid on day one. Commercial gets fast-tracked to verification. Medicaid is routed to a hold-and-nurture workflow so families aren't rejected cold — they're kept engaged while the practice pursues authorization pathways.

Intake Packet Automation

Parents receive the intake packet, consent forms, and document checklist automatically. Missing signatures trigger reminders. Completed packets move the family to the next stage automatically. No staff member is the bottleneck.

BCBA Calendar Coordination

Assessment scheduling, session planning, parent-BCBA meetings, and team coverage all flow through a shared calendar layer. Connected to the intake pipeline so families book into the right assessment type automatically.

Parent Communication Sequences

Pre-intake welcome, mid-assessment check-ins, authorization-in-progress updates, discharge preparation, and alumni nurture. Families always know what stage they're in and what happens next.

Lead-Gen Dashboard

Live dashboard showing all referral sources, pipeline stages, insurance mix, geographic distribution, and decision-maker contacts. The owner-operator can see clinic health at a glance without stitching together reports.

Proof In Production

Running live at All Aboard ABA — Sugar Land, Texas.

All Aboard ABA operates on AI360°'s full ABA operational stack: intake pipeline automation with Medicaid hold-and-nurture routing, 7 email campaign templates tuned for the parent journey, and a lead-generation dashboard with 328 tracked leads and decision-maker contacts.

Errol T. Dobbins, founder of AI360° Network, serves as Marketing Director for All Aboard ABA — which means the system isn't something that was sold from the outside and abandoned. It's actively maintained, tuned, and improved by the team that built it, inside the clinic it was built for.

Read the full All Aboard ABA case study →

The Medicaid hold-and-nurture workflow is a deliberate design choice — not a technical afterthought. Families in Medicaid pathways need a different cadence, not a rejection email. AI360° built the workflow that respects that difference.
Frequently Asked

Questions ABA Practices Ask Us

Does AI360° have a system running in a real ABA practice?

Yes. Intake pipeline automation, 7 email campaign templates, and a lead-generation dashboard with 328 leads are running live at All Aboard ABA in Sugar Land, Texas. The founder of AI360° serves as Marketing Director for that practice, so the system is maintained in-house.

Does the system replace our clinical practice management software?

No. Clinical systems like CentralReach, Rethink, or WebABA stay as-is. AI360° sits on top as the client-facing operational layer — referrals, intake, insurance-verification tracking, parent communication, scheduling coordination, and marketing. The clinical side is untouched.

Can AI360° handle Medicaid case routing?

Yes. The intake pipeline auto-flags Medicaid cases and routes them to a hold-and-nurture workflow rather than rejecting them outright. This respects the fact that Medicaid pathways move on a different timeline without losing the family to a competitor or silence.

Do we need a full-time admin to run this?

The design goal is the opposite — the system is engineered so one owner-operator (or a small admin team) can run what normally requires a larger front-desk operation. Automations handle the predictable work. Humans handle the exceptions.

What does the weekly reporting look like?

A single pipeline report covering active leads, stage movement, insurance mix, new referrals, geographic spread, and decision-maker contact status. Delivered as a PDF so it's shareable with partners, referring physicians, and leadership without logging into a dashboard.

Turn referrals into authorized clients.

A 30-minute call maps your current intake process, identifies where families are getting lost, and shows what the full ABA operational stack would look like in your practice.

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