When I first started my career in applied behavior analysis a few years ago, our practice ran mostly on paper. Binders of session notes, data sheets clipped together, and weekly schedules mapped out on a whiteboard. It felt like my car’s backseat functioned as a mobile filing cabinet, and Thursday nights were dedicated to the dreaded task of “catching up on paperwork.”
Sound familiar? If you’ve been in this field for more than a minute, you probably just had a visceral reaction to that description.
The Administrative Burden Nobody Warned Me About
In graduate school, nobody mentioned that I’d spend as much time documenting therapy as providing it. The passion that drove me into this field was making meaningful connections with children and their families—not fighting with spreadsheets or hunting down missing session notes.
The first time I experienced burnout wasn’t from the emotional demands of the work itself; it was from the administrative nightmare that seemed to grow exponentially as our practice expanded. I remember thinking there had to be a better way.
The Reluctant Tech Adopter
I’ll admit it: I was resistant to change. When our clinical director first suggested we implement an ABA practice management system, I had visions of cold, impersonal technology coming between us and our clients. Would parents feel like we were more focused on our tablets than their children? Would therapists resent having to learn a new system when they were already stretched thin?
But after our third insurance claim rejection due to documentation errors in the same month, I reluctantly agreed it was time to modernize.
The Game-Changers
That decision changed everything about how we operate—almost all of it for the better. Over the years, I’ve had the opportunity to work with several different platforms, and each has brought something valuable to the table.
CentralReach became my introduction to the world of digital practice management. Its comprehensive approach to scheduling, billing, and clinical data collection helped me see the possibilities of what technology could do for our field. The learning curve was steep (I still joke about the weekend I spent watching tutorial videos in my pajamas), but the payoff in time saved was worth it.
When I moved to a different clinic, they were using Rethink. Their curriculum resources and parent training modules were exactly what we needed at the time, especially as we were scaling our parent involvement program. The ready-made materials saved us countless hours of development time.
A colleague who runs a smaller practice swears by AlohaABA for its simplicity and affordability. He doesn’t need all the bells and whistles that larger clinics might, and watching him navigate his system with such ease always impresses me.
Recently, I’ve been hearing from people about a top-rated ABA practice management software called Theralytics that seems to be effective, particularly for tracking staff performance and generating the kinds of outcomes reports that really help communicate progress to both families and insurance companies.
What I’ve Learned Along the Way
After navigating the transition from paper to digital across multiple systems, I’ve developed some insights that might help others on this journey:
The Human Element Matters Most
The best software in the world can’t replace thoughtful clinical judgment or the rapport that develops between therapists, clients, and families. The right tools should enhance these relationships by freeing up time and mental energy, not complicate them.
Staff Buy-In Is Non-Negotiable
Even the most powerful system will fail if your team hates using it. I’ve learned to involve therapists in the selection process and allocate proper time for training. When people understand how a tool will make their lives easier (not just satisfy administrative requirements), adoption happens more smoothly.
Support Is Worth Every Penny
The difference between a positive and negative experience often comes down to customer support. In our field, we don’t have time for lengthy troubleshooting when there’s a problem. I’ve found that paying a bit more for responsive, knowledgeable support has saved us money in the long run.
Integration Capabilities Are Crucial
No single system does everything perfectly. The ability to connect with other tools—whether it’s your accounting software, electronic signature system, or telehealth platform—prevents the need for duplicate data entry and reduces error opportunities.
The Transformation Goes Beyond Efficiency
What’s surprised me most about this journey is how the right software doesn’t just make us more efficient—it actually improves the quality of care we provide. With less time spent on paperwork, therapists have more energy for their sessions. With better data visualization, we catch patterns we might have missed. With automated reminders, we have fewer no-shows and better consistency in service delivery.
That’s not to say everything is perfect. There are still days when technology frustrates me, when a system update seems to break something that was working perfectly, or when I find myself longing for the simplicity of a handwritten note.
But would I go back to those binders and my backseat filing system? Not a chance.
For those of you still on the fence about making the leap or looking to switch systems, my advice is simple: focus on what matters most for your specific practice. Don’t get dazzled by features you’ll never use, but don’t skimp on the ones that will make a real difference in your daily operations.
The right tool isn’t the one with the flashiest marketing or even necessarily the one your colleague raves about—it’s the one that feels like it was designed with your workflow and challenges in mind.
What’s your experience been with ABA practice management software? I’d love to hear what’s working for you and what you’re still hoping to find in the perfect system. After all, we’re all in this together, trying to provide the best possible care while maintaining our sanity in the process.
