Training Wheels ABA was managing clinical and administrative work across four locations and two disconnected systems. That meant manual reporting, limited visibility, and a weekly billing scramble that often left the team chasing down 300+ unmatched sessions across 90 clients and 140 empoyees.
Without a shared, real-time view of the organization, leaders spent valuable time pulling reports, reconciling information across systems, and manually resolving issues before they impacted operations.
Seeking a more connected way to manage the practice, Training Wheels ABA consolidated its clinical and operational workflows onto a single platform. Within weeks, leaders gained real-time visibility into clinical, operational, and financial performance, allowing teams to move from reactive problem-solving to proactive decision-making.
At a Glance
75%
Reduction in time to audit-ready claims
98%
First-pass clean claim rate achieved
99.2%
Claim acceptance rate with automated scrubbing
~60%
Reduction in treatment plan development time
The Challenge
Managing clinical and administrative operations across separate platforms made it difficult for Training Wheels ABA to operate efficiently, especially as it grew. Teams worked from different systems, reports had to be manually compiled, and leaders lacked the timely insights needed to identify issues before they affected scheduling, billing, and day-to-day operations.
“We were using two separate platforms and the systems didn’t always communicate effectively. As we grew, it became clear we needed a single platform that could support both and provide greater transparency.” —Emma Kostur, Director of Finance and Operations
The Solution: One Connected Platform
Knowing it was time to bring its clinical and operational teams together, Training Wheels ABA transitioned to a single platform that unified scheduling, clinical programming, client records, billing, and reporting into one integrated system.
That gave leadership something they had been missing: a shared, real-time view of the organization. Instead of waiting for reports or reconciling data across multiple systems, leaders could monitor performance as it happened, identify issues earlier, and make more informed decisions.
“It's the fact that it's real-time data. I don't need to wait for my team to report on numbers. I can manage proactively and make decisions quicker." —Emma Kostur, Director of Finance and Operations
For clinical leadership, that visibility improved oversight and coaching. Session-level data made it easier to recognize trends, support providers, and focus more directly on quality of care. Automated supervision tracking also reduced manual work and freed up time for higher-value clinical activities.
A Collaborative Implementation
Training Wheels ABA credits the success of the rollout not only to the technology, but also to the collaborative implementation process.
Clinical and operational leaders remained closely involved throughout the rollout, ensuring the system reflected how the organization actually worked. The implementation team mirrored that collaborative approach by bringing together both clinical and operational expertise, helping configure a solution tailored to Training Wheels ABA's unique needs.
By aligning stakeholders throughout the process, the organization didn't just implement a new system. It established a stronger operational framework that improved collaboration, increased visibility, and positioned the practice for continued growth.
The Results
Bringing clinical and operational teams together on an all-in-one platform gave Training Wheels ABA the visibility and efficiency needed to operate more proactively.
- Unmatched sessions dropped from 300+ to just 6 before billing runs
- Clinical, operational, and billing workflows moved to one platform
- Gained real-time visibility into cancellations, utilization, and scheduling performance
- KPI tracking became automated, reducing manual work
- Decision-making became faster, more proactive, and better aligned across the organization
Looking Ahead
This project was about more than replacing disconnected systems. By bringing clinical and operational teams together on one platform, Training Wheels ABA created a stronger foundation with the visibility, collaboration, and data needed to support future growth.
Posted in Review
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