Importance of Swift Billing & Payment Collection for ABA Providers

In the realm of Applied Behavior Analysis (ABA), where dedicated professionals work tirelessly to provide essential services to individuals with autism and other developmental disorders, efficient financial management often takes a backseat. However, it's crucial for ABA providers to recognize the vital role that swift billing and payment collection play in enhancing cash flow and overall profitability. Let's delve into why this aspect deserves our utmost attention.

  1. Timely Billing Reduces Revenue Lag:

The ABA industry typically operates on a billing cycle basis, with services rendered today often invoiced at a later date. This can lead to a considerable lag between service delivery and revenue recognition. By promptly submitting claims and bills to insurance agencies, ABA providers can significantly reduce this revenue lag, ensuring a more predictable cash flow.

  1. Minimizing Payment Delays:

Insurance agencies have their own processes and timelines for evaluating claims and disbursing payments. Delays in billing or incomplete submissions can exacerbate these delays, affecting your organization's ability to cover operational expenses, pay staff, and invest in growth. Timely billing helps minimize these payment delays, ensuring that funds are available when needed.

  1. Mitigating Denials and Rejections:

Insurance claims are subject to a host of regulations and requirements. Failing to bill accurately and promptly can result in claim denials or rejections, which not only hinder cash flow but also demand additional administrative effort to rectify. By submitting clean, error-free claims on time, ABA providers can reduce the likelihood of denials and rejections.

  1. Enhanced Financial Stability:

A steady cash flow derived from swift billing and payment collection contributes to the financial stability of ABA providers. It ensures that you have the funds to cover operating costs, invest in technology and training, and expand your services to meet growing demand.

  1. Improved Profitability and Growth Opportunities:

Ultimately, the impact of timely billing and payment collection is reflected in the bottom line. ABA providers who prioritize these processes experience better profitability, which can be reinvested into the business to improve service quality, expand reach, or offer more comprehensive care options.

  1. Client Satisfaction:

A less obvious benefit is the positive impact on client satisfaction. When ABA providers have stable finances and can dedicate more time to their clients, it fosters a better overall experience. Clients can focus on progress and positive outcomes, rather than potential disruptions caused by financial instability.

  1. Office Puzzle Billing Feature with Clearing House Integration:

One effective way to achieve swift billing and payment collection is by leveraging advanced software solutions tailored to the healthcare industry. Office management systems like Office Puzzle, with integrated clearing house capabilities, can significantly streamline the billing process. These solutions:

  • Automatically generate and submit claims to insurance agencies, reducing manual data entry errors and saving time. [Reference: Healthcare IT News - "The Benefits of Integrated Billing Solutions”]
  • Provide real-time status updates on claims, helping ABA providers track the progress of their submissions. [Reference: Medical Economics - "Why Real-time Claims Processing Matters”]
  • Identify potential errors or discrepancies in claims before submission, minimizing the risk of denials. [Reference: RevCycleIntelligence - “How Integrated Revenue Cycle Management Prevents Billing Errors”]
  • Integrate with insurance companies' systems, facilitating faster payment processing and reducing payment delays. [Reference: Journal of AHIMA - "The Role of Clearinghouses in Revenue Cycle Management”]

In conclusion, the importance of swift billing and payment collection for ABA providers cannot be overstated. It's not just about financial management; it's about ensuring that your organization can continue to provide high-quality care and grow sustainably. By embracing efficient billing practices, ABA providers can secure their financial health while making a positive impact on the lives of the individuals they serve. Integrated office management solutions like Office Puzzle play a pivotal role in achieving these goals.

Understanding 835 and 837 files in Billing

The healthcare industry relies heavily on accurate and efficient billing processes to ensure the smooth flow of financial transactions between providers and payers. Two essential components of this process are the 835 and 837 files. These files play a crucial role in healthcare claims and remittance. In this article, we will explore what 835 and 837 files are, how they work, and their significance in the healthcare billing process.

What is an 837 File?

An 837 file is an electronic claim submission document used by healthcare providers to submit claims for reimbursement to payers. It contains comprehensive information about the services provided to patients, along with associated diagnosis and procedure codes. The 837 file is the format in which providers send billing information to payers electronically.

Key components of an 837 file include:

  1. Patient Information: Demographic details of the patient, such as name, date of birth, and insurance information.
  2. Provider Information: Information about the healthcare provider, including their NPI and contact details.
  3. Service Details: Descriptions of the services rendered, including CPT (Current Procedural Terminology) codes and ICD-10 (International Classification of Diseases, 10th Edition) diagnosis codes.
  4. Payer Information: Details about the insurance payer responsible for processing the claim.
  5. Claim Totals: Summaries of the charges, payments, and adjustments related to the claim.

Once the healthcare provider submits the 837 file to the payer, the payer processes the claim, which may result in the creation of an 835 file that provides information on the payment and any adjustments made.

What is an 835 File?

An 835 file, often referred to as an Electronic Remittance Advice (ERA), is an electronic document that provides detailed information about the payments and adjustments made by a healthcare payer (such as an insurance company or Medicare) to a healthcare provider. Essentially, it serves as a remittance advice that explains how a claim was processed and paid. Key information contained in an 835 file includes:

  1. Payment Details: This section includes the payment amount, payment method (e.g., electronic funds transfer), and payment date.
  2. Claim Information: It provides data related to the specific claim being paid, such as the claim number, patient information, and service details.
  3. Adjustments and Denials: Any adjustments or denials made to the claim are documented in this section. It explains why certain services were not covered or were partially paid.
  4. Provider Information: Details about the healthcare provider receiving the payment, including their name, National Provider Identifier (NPI), and address.
  5. Payer Information: Information about the healthcare payer responsible for processing the claim, including their name, payer ID, and contact information.

The 835 file is crucial for healthcare providers to reconcile their accounts receivable, understand the payment rationale, and address any discrepancies in payments.

The Relationship Between 835 and 837 Files

The 835 and 837 files are interconnected in the healthcare billing process. Here's how they work together:

  1. Claim Submission: Healthcare providers use the 837 file to submit claims electronically to payers.
  2. Claim Processing: Payers receive the 837 file, process the claim, and determine the appropriate reimbursement.
  3. 835 Generation: If the claim is approved, the payer generates an 835 file, which is sent back to the provider. This 835 file explains how the claim was processed and the payment details.
  4. Reconciliation: Healthcare providers use the information in the 835 file to reconcile their accounts and ensure they received the correct payment for services rendered.
  5. Resolution: If there are discrepancies or denials, providers can use the information in the 835 file to address these issues with the payer.

Office Puzzle ensures that agencies comply with HIPAA requirements while optimizing their billing management. One of the features of our platform specializes in the creation of 837 files and the ability to upload 835 files to the platform in the raw. The system identifies claims and batch issues that can hinder payment accuracy, as well as prevents specific denial issues.

HIPAA Compliance with Compliancy Group

Office Puzzle has taken all necessary steps to prove its good faith effort to achieve compliance with the Health Insurance Portability and Accountability Act (HIPAA).

Office Puzzle is an innovative software company specializing in tailored solutions for behavior and mental health professionals. Its software solutions are designed to streamline workflows, enhance patient care, and ensure data security, empowering professionals to focus on their core mission.

Through the use of Compliancy Group’s proprietary HIPAA solution, The Guard™. Office Puzzle can track their compliance program and has earned their Seal of Compliance™. The Seal of Compliance is issued to organizations that have implemented an effective HIPAA compliance program through the use of The Guard.

HIPAA is made up of a set of regulatory standards governing the security, privacy, and integrity of sensitive healthcare data called protected health information (PHI). PHI is any individually identifiable healthcare-related information. If vendors who service healthcare clients come into contact with PHI in any way, those vendors must be HIPAA-compliant.

Office Puzzle has completed Compliancy Group’s Implementation Program, adhering to the necessary regulatory standards outlined in the HIPAA Privacy Rule, Security Rule, Breach Notification Rule, Omnibus Rule, and HITECH. Compliancy Group has verified Office Puzzle’s good faith effort to achieve HIPAA compliance through The Guard.

“At Office Puzzle, we recognize the paramount importance of safeguarding sensitive healthcare data in today’s dynamic business environment. Our partnership with Compliancy Group signifies our unwavering commitment to the highest standards of HIPAA compliance, ensuring that our clients can trust in the security and integrity of their information,” said Hailu Jardines, CEO of Office Puzzle. “In the realm of behavior and mental health, the confidentiality, and security of sensitive data are of paramount importance. Our partnership with Compliancy Group underscores our unwavering commitment to upholding the highest standards of HIPAA compliance. This ensures that our clients, who are dedicated to the well-being of individuals, can have complete trust in the security of their data.“

Clients and patients are becoming more aware of HIPAA compliance requirements and how the regulation protects their personal information. Forward-thinking providers like Office Puzzle choose the Seal of Compliance to differentiate their services.

* The original source for this article came from The HIPAA Journal

Introducing the Task Manager

Introducing the Office Puzzle's Task Manager - Your Gateway to Effortless Productivity!

We are thrilled to announce a groundbreaking update to your favorite software, Office Puzzle. With this new addition, we're revolutionizing the way you interact with the platform, making your work more seamless and efficient than ever before. Say hello to the Office Puzzle's Task Manager!

Here's how the Task Manager will transform your productivity:

  • Effortless Task Execution: Whether it's downloading important documents, printing files, creating backups, or any other routine task, you can now access them all with a single click. The Task Manager streamlines these actions, saving you precious time and reducing the hassle of multiple steps.
  • Centralized Control: Imagine having a control center for your Office Puzzle tasks. The Task Manager serves as this centralized hub, making it easier than ever to monitor and manage your workflow. You'll have a clear overview of pending tasks and completed actions, allowing you to stay organized and focused.
  • Enhanced User Experience: We understand that user experience is crucial. The Task Manager's intuitive interface ensures that you can quickly find the task you require, even if you're new to Office Puzzle. It's user-friendly and accessible, so you can start benefiting from it right away.
  • Boosted Efficiency: By streamlining your interactions with Office Puzzle, the Task Manager frees up your time and energy to focus on what truly matters – your work. It's like having a personal assistant, ensuring that your tasks are completed swiftly and accurately.

We're committed to continually improving your Office Puzzle experience, and the Task Manager is one of many. As we move forward, you can expect even more exciting features and enhancements that will further elevate your productivity.

So, don't wait! Dive into the new Task Manager today and experience a more efficient and seamless way of working. Say goodbye to unnecessary complexity and hello to a brighter, more productive future with Office Puzzle!

* You can check more about Task Management here.

Mastering Billing' Standalone & Batch Claims

Name: Create Standalone & Batch claims on the Agency’s Billing section
Description: How to create a standalone / batch claim on the Agency’s Billing section.
Difficulty: Middle
Duration: Less than 7 minutes

Standalone claims

Step 1- From the Agency Dashboard, access Billing.
Step 2- Click on Standalone Claims.
Step 3- Click on +New Claim.
Step 4- Select client.
Step 5- In the General tab, select Prior Authorization.
Step 6- Go to the Items tab, click on + Add and select From event.
Step 7- Select the range of dates that you want to include in the claim, the providers, and the event types. Once selected, click on Search.
Step 8- Select the events to be included.
Step 9- Click on Create.

Batch claims

Step 1- From the Agency Dashboard, access Billing.
Step 2- Click on Batch Claims.
Step 3- Click on +New Batch.
Step 4- Select Payer.
Step 5- Select Health Plan.
Step 6- Click on Create.
Step 7- On the right side of the screen, next to the newly created batch, click to Edit.
Step 8- Within the batch, click on + Add claim.
Step 9- Select Other Claims / Events / Manual.
Step 10- Select the date range you want to include in the claim, the clients, the providers, and the event types. Once selected, click on Search.
Step 11- Select the events to be included.
Step 12- Click on Add.

Create Standalone & Batch claims on the Agency’s Billing section

Standalone claims

Step 1- From the Agency Dashboard, access Billing.

Step 2- Click on Standalone Claims.

Step 3- Click on +New Claim.

Step 4- Select client.

Step 5- In the General tab, select Prior Authorization.

Step 6- Go to the Items tab, click on + Add and select From event.

Step 7- Select the range of dates that you want to include in the claim, the providers, and the event types. Once selected, click on Search.

Step 8- Select the events to be included.

Step 9- Click on Add.

Step 10- Click on Create.


Batch claims

Step 1- From the Agency Dashboard, access Billing.

Step 2- Click on Batch Claims.

Step 3- Click on +New Batch.

Step 4- Select Payer.

Step 5- Select Health Plan.

Step 6- Click on Create.

Step 7- On the right side of the screen, next to the newly created batch and just below Actions, click to Edit.

Step 8- Within the batch, click on + Add claim.

Step 9- Select Other Claims / Events / Manual.

Step 10- Select the date range you want to include in the claim, the clients, the providers, and the event types. Once selected, click on Search.

Step 11- Select the events to be included.

Step 12- Click on Add.

Artificial Intelligence in Healthcare

The Power of AI

The Power of AI

AI, or Artificial Intelligence, refers to the field of computer science that focuses on creating intelligent machines capable of performing tasks that typically require human intelligence. AI encompasses various techniques and algorithms, such as machine learning, natural language processing, and computer vision, to enable machines to perceive, learn, reason, and make decisions.

OpenAI is an organization that conducts extensive research and development in the field of AI. It aims to ensure that artificial general intelligence (AGI) benefits all of humanity and is committed to producing AI technologies that are safe, beneficial, and accessible. OpenAI has developed advanced language models, including GPT-3.5, to improve natural language understanding and generate human-like responses to a wide range of queries.

HIPAA Compliance

When it comes to sending Protected Health Information (PHI) to a computer running Artificial Intelligence (AI), there are potential challenges related to maintaining HIPAA compliance. HIPAA, the Health Insurance Portability and Accountability Act, sets standards for the privacy and security of individually identifiable health information. AI technology has the potential to revolutionize healthcare, but it must be used in a manner that aligns with HIPAA regulations to ensure patient privacy and data security.

One of the key considerations for using AI in healthcare is the implementation of de-identification methods. De-identification involves removing or altering certain identifiers from the health data to prevent the data from being linked to specific individuals. The HIPAA Privacy Rule provides guidelines for de-identification, and one recommended technique is known as the "Safe Harbor" method. This method involves removing identifiers such as names, addresses, dates, telephone numbers, Social Security numbers, and medical record numbers.

By applying the Safe Harbor method, organizations can eliminate specific identifiers that could be used to identify individuals. The rationale behind de-identification is that without these identifiers, the data no longer qualifies as personally identifiable health information (PHI) or personally identifiable information (PII). De-identified data can then be used for AI analysis without violating HIPAA regulations.

At Office Puzzle, we understand the importance of maintaining HIPAA compliance while utilizing AI in healthcare. We have taken steps to ensure that our AI models comply with HIPAA regulations, and we prioritize the protection of PHI throughout the entire process. By implementing appropriate de-identification techniques and robust security measures, we aim to harness the power of AI while safeguarding patient privacy and adhering to HIPAA guidelines.

You can read more about how to remain HIPAA compliant while using artificial intelligence (AI) in our blog post:

We are proud to announce that Office Puzzle is now leveraging artificial intelligence in specific areas of our platform. By integrating AI technology, we strive to enhance the efficiency and effectiveness of healthcare processes while maintaining the utmost respect for patient privacy and data protection.


This feature has been a core component of Office Puzzle since its inception and has undergone three updates to enhance its functionality. The most recent update introduces AI technology, elevating the clinical note process to a more comprehensive level. The note's content is derived from an actual questionnaire, captured through dropdowns and session-specific details, resulting in a summary note that users can review and approve before submitting.

Rest assured, the protection of personal health information (PHI) is of utmost importance. Prior to processing, all information is meticulously anonymized, ensuring that no PHI is transmitted to the AI. This robust anonymization process guarantees the privacy and confidentiality of user data while the note creation.

We make to ensure data safety are as follows:

  • To ensure the protection of personal information, we employ a strict redaction process prior to submission. For instance, a text such as:"The services were provided at the agreed-upon time, Sarah and BCBA were present at the client's school." is transformed into: "The services were provided at the agreed-upon time, {{clientName}} and BCBA were present at the client's school.". By implementing this redaction technique, we eliminate the possibility of identifying individuals within the note. Once we receive the response, we securely restore the client's name within a HIPAA-compliant environment, ensuring privacy and compliance with regulations.
  • Our approach to utilizing AI involves strict instructions to avoid content modification in any form. The AI's sole purpose is to rectify grammar errors and enhance readability. By adhering to this instruction, we ensure that the AI does not generate any independent ideas but remains confined to the user's input.

Data Analysis

Data Analysis is a valuable feature within Office Puzzle, designed to empower providers with a comprehensive overview of their data. By utilizing this feature, providers can swiftly identify trends and patterns within their data, enabling them to gain valuable insights. By inputting data collected over the past 6 months, the algorithm generates a concise analysis, giving a clear picture of the progress made thus far.

This feature significantly reduces the need for manual analysis, which often carries the risk of errors or prolonged processing times. By automating the data analysis process, providers can save valuable time and effort while obtaining accurate and reliable results. The Data Analysis feature serves as a powerful tool to streamline the analysis process, allowing providers to make data-driven decisions with confidence.

Providing a table full of data like this:

Name Baseline January 2023 February 2023 March 2023 April 2023 May 2023 June 2023
Noncompliance 90 89.05% 85.53% 82.57% 79.22% 77.79% 75%
Mouthing 32 31.5 28.5 28.4 27.25 26.5 25.75
Physical Aggression 42 40.75 39.75 36.8 37.25 35.5 34.5
Elopement 33 30.75 27.5 27.4 26.25 25.5 24.75
Tantrums 55 54.5 47.5 45.2 45 42.75 42.25
Climbing 34 33.75 29.25 29.2 30.5 29 27.5
Hyperactivity 62 61.25 52.75 51 51.5 51 50.25

The AI can generate a summary:

Based on the data provided for the last 6 months, here is a summary of the trends and progress:

  1. Noncompliance: There has been a steady decrease in noncompliance rates from January to June, indicating progress in this area. The baseline of 90% has decreased to 75%.
  2. Mouthing: The rates of mouthing behavior have shown a consistent decline over the last 6 months. This suggests progress in managing this behavior.
  3. Physical Aggression: Although there have been slight fluctuations, the overall trend for physical aggression is showing a slight decrease. This indicates some progress in addressing this behavior.
  4. Elopement: Elopement rates have been steadily decreasing, suggesting progress in managing this behavior over the last 6 months.
  5. Tantrums: There has been a general decline in tantrum behavior over the past 6 months. While there are minor fluctuations, the overall trend shows progress in reducing tantrums.
  6. Climbing: The climbing behavior has shown some variation, but there is no significant trend observed in the data for the last 6 months.
  7. Hyperactivity: Hyperactivity rates have remained relatively stable over the past 6 months, with a slight decrease observed in the most recent month. There is limited progress in managing hyperactivity.

Overall, there has been progress in managing noncompliance, mouthing, physical aggression, elopement, and tantrums. However, climbing behavior and hyperactivity have shown limited progress.

Service Plan

Coming soon!


Office Puzzle allows providers to shift focus back to patient care. All this while being compliant when performing their daily tasks. They use technology to solve most of the communication challenges, creating a more collaborative, transparent, and simpler exchange of information between providers and the agency staff.

Florida Medicaid Trading Partner ID & EDI Agreement

Name: Florida Medicaid Trading Partner ID and EDI Agreement
Description: Configuring Florida Medicaid portal for EDI files submission.
Difficulty: Medium
Duration: 15 minutes

Step 1: Visit

Step 2: Log into the secure Web Portal using your account credentials.

Step 3: Select Providers.

Step 4: Choose demographic maintenance.

Step 5: Select EDI Agreement.

Step 6: Select the transaction types.

 Step 7: Add billing contact information.

Step 8: Read and Accept the agreement.

Step 9: Click “SAVE” at the end of the screen.

Step 10: Save the Trading Partner ID (TPID).

Florida Medicaid Trading Partner ID and EDI Agreement

Step 1: Visit

Step 2: Log into the secure Web Portal using your account credentials

Step 3: From the secure Web Portal landing page, select Providers

Step 4: Below the Providers option, choose demographic maintenance.

Step 5: From the Provider Informational panel, select EDI Agreement.

Providers without an existing Trading Partner ID (TPID) will see the message indicating that there is no TPID on file for the Provider ID. Users will indicate the transaction types they plan to send or receive under their TPID by selecting the checkbox next to the appropriate transaction.

If you already have a Trading Partner ID Steps 6 and 7 will not apply.

Step 6: Select the following transaction types:

  • 270/271 270/271 Health Care Eligibility Benefit Inquiry and Response
  • 276/277 Claim Status Request and Response
  • 837 Professional Health Care Claim

 Step 7: Add billing contact information (name, email, and phone)

Step 8: Read and Accept the agreement, basically accepting the process of submitting this type of file electronically.

Step 9: Click “SAVE” at the end of the screen.

Successful submission will produce the following message, which displays the user’s new TPID.

Step 10: Save the Trading Partner ID (TPID) as we will need this information.


ABA Therapy's Ethical Guidelines: Putting Clients' Needs First

Putting clients' needs first is the guiding principle for ethical ABA therapies. In this post, we explore key ethical guidelines that providers should adhere to, focusing on client well-being and progress. We shed light on unethical practices that can hinder positive outcomes and emphasize the importance of maintaining ethical standards for the benefit of those receiving ABA therapy.

As a software company serving providers in the Applied Behavior Analysis (ABA) field, we recognize the critical importance of ethical practices in delivering high-quality care. In this blog post, we aim to create awareness among our customers about the ethical considerations specific to ABA therapies. Upholding ethical standards not only promotes professionalism but also ensures the well-being and progress of the clients we serve.

Respecting Work-Life Balance and Boundaries

One unethical practice that can arise in ABA therapies is disregarding work-life balance and boundaries. It is essential to establish clear working hours and maintain a healthy separation between professional and personal life. Working excessively early in the morning, late at night, during weekends, or without taking sufficient breaks throughout the week can lead to burn out and compromise the quality of care provided or test legal boundaries set by insurance companies. By prioritizing self-care and establishing appropriate boundaries, providers can maintain their well-being and, in turn, provide more effective therapy to their clients.

Ensuring Proper Documentation and Billing Practices

Another unethical practice in the healthcare sector, including ABA therapies, is working without the required documentation in place and billing inaccurately. Providers must adhere to regulatory guidelines and ensure that all necessary documentation, such as consent forms and treatment plans, are in order. Moreover, billing for non-behavioral services under an authorization or contract for behavioral services or lacking proper documentation and signatures can lead to legal and ethical implications. Also, organizations must enforce the standards for clinical documentation that reflects individualized service for clients. For this remember the 7C's for clinical documentation: Complete, Concise, Correct, Clear, Compliant, Consistent, and Codable.

Avoiding Unethical Influences and Practices

According to the BACB Ethics Code for Behavior Analysts, behavior providers must refrain from giving or accepting gifts with a value exceeding $10 US dollars (or the equivalent in another currency) from clients, stakeholders, supervisees, or trainees. At the beginning of the professional relationship, behavior analysts inform their clients and stakeholders about this requirement. However, occasional gifts that serve as expressions of gratitude and do not lead to any financial benefit for the recipient are considered acceptable. If the act of giving or accepting gifts becomes a regular source of income or value for the recipient, it may be deemed a violation of this standard.

Ethical Data Collection

Ethics standards for data collection are essential for both Registered Behavior Technicians (RBTs) and behavior analysts to ensure responsible and ethical practices in their roles. Behavior analysts, as supervisors, hold the responsibility of ensuring that RBTs are trained in proper data collection procedures, storing, transporting, retaining, and destroying physical and electronic documentation as well as provide ongoing supervision and feedback to maintain high ethical standards. Behavior analysts graphically display, summarize, and use the data to make decisions about continuing, modifying, or terminating services. According to the BACB Ethics Code, providers do not fabricate data or falsify results in their research, publications, and presentations. By adhering to these ethics standards, both RBTs and behavior analysts contribute to the delivery of effective and responsible behavior analysis services while upholding the integrity of the profession.

The Client-Centered Ethical Approach

At the core of ethical practices in ABA therapies lies a client-centered approach. Providers must constantly ask themselves whether their actions and decisions are truly in the best interest of the client. If an action primarily serves the provider's own benefit or goes against the client's welfare, it is not ethical. This rule of thumb helps guide practitioners in making decisions that prioritize the well-being, progress, and overall quality of life of the individuals they serve.

Promoting ethical practices in ABA therapies is of utmost importance to ensure the provision of effective, client-centered care. By respecting work-life balance, ensuring proper documentation and billing practices, avoiding unethical influences, and adhering to ethical guidelines in data collection and usage, providers can enhance the quality and integrity of their services. Ultimately, the guiding principle remains clear: if an action is not for the benefit of the client, it is not ethical. Let us strive together to foster an environment of trust, professionalism, and ethical conduct in the field of ABA therapies, promoting positive outcomes and improved lives for those we serve.

In-Service Trainings in Florida


In-service trainings are required trainings that each individual provider must possess in order to be eligible to provide therapeutic services in the field of ABA. Some of these in-service trainings can be found free of charge in various sites. Others must be paid for and complete in person. On this blog post we will provide most of the necessary in-service trainings to be able to practice as an RBT in the state of Florida. Keep in mind that these trainings vary throughout the different ABA agencies, but most will be found on this site.

Disclaimer: This post serves as a guide or starting point for new and current providers. Please pay close attention to the different instructions provided on the different sites and if you feel unable to complete in-service trainings on your own, consider investing in in-person trainings.


TRAIN Florida is a free source of information and training for learners and course providers administered by the Public Health Foundation.  Many required in-services can be taken for free on their site.  It is recommended that new providers take advantage out their tutorial page to facilitate creation of an account with TRAIN and ease of navigation throughout their website.

These are some courses they offer:


The Department of Children and Family offers other in-service training which can be taken for free on their site. The course names are as follows:

Also, you can visit the DCF TRAININGS PAGE for further information and courses.


A National Provider Identifier is a unique 10-digit identification number issued to health care providers in the United States by the Centers for Medicare and Medicaid Services. The NPI number can be obtained online through the National Plan and Provider Enumeration System (NPPES) pages on CMS’s website. Turnaround time for obtaining a number is from 1 to 20 days, but most often are assigned within 15 to 30 minutes. NPI numbers are entirely free to enrolling providers.


  • Behavior Technician (RBT) - 106S00000X
  • Assistant Behavior Analyst (BCaBA) - 106E00000X
  • Behavior Analyst (BCBA) - 103K00000X


Professional liability insurance for behavior specialists allows you to do your job without worrying about the risk of claims being made against you. Prices range from about $50 to $150 and coverage lasts for a year. This is one of those requirements that needs to be renewed yearly.


This certification is offered by providers credentialed by the American Red Cross. It ranges from about $50 to about $100, and it is usually taken in periods of 1 to 2 sessions. Note: The class must have an in-person training component to be accepted as an in-service in the field of ABA. Most frequently, exclusively online classes will not be accepted.


Professional Crisis Management (PCM) uses prevention methods for individuals before a crisis occurs. The system included training, interviews, tests, and lots of methods to make sure individuals are successfully trained, and the process guarantees successful prevention and intervention for them. Training normally takes place in person between 1 and 3 days and fees varied from about $100 to $150.

Note: PCM Training in not always required and providers should check with the individual ABA agencies before completing PCM Training.

The original source for this article came from: 

Common ABA Therapy's Myths & Misconceptions

Applied Behavior Analysis (ABA) is a therapy based on the science of learning and behavior. It helps people with autism spectrum disorder (ASD) and other developmental conditions improve their social, communication, and learning skills through reinforcement strategies. Many experts consider ABA to be the gold-standard treatment for children with ASD. However, there are also some common myths and misconceptions about ABA that may prevent some parents and caregivers from seeking this therapy for their children. In this blog post, we will debunk some of these myths and explain the facts about ABA.

Myth #1: ABA is a one-size-fits-all approach

Some people may think that ABA is a rigid and standardized method that applies the same techniques to every child with ASD. This is not true. ABA is a flexible and individualized treatment that can be adapted to meet the needs of each unique person. ABA therapists conduct a thorough assessment of each child’s strengths, challenges, preferences, and goals before developing a personalized plan for therapy. The plan includes specific interventions that fit the child’s needs and interests, such as:

  • Early intensive behavioral intervention (EIBI), which involves an intensive, individualized curriculum designed to teach communication, social interaction, and functional and adaptive skills to children younger than 5.
  • Discrete trial training (DTT), which teaches skills through structured task completion and rewards.
  • Pivotal response training (PRT), which focuses on improving motivation, responsiveness, and self-initiation in natural settings.
  • Natural environment training (NET), which uses natural cues and consequences to teach skills in everyday situations.
  • Verbal behavior (VB), which teaches language skills based on the function of words and phrases.

ABA therapists also collaborate with parents, caregivers, teachers, and other professionals to ensure consistency and generalization of skills across different settings and situations.

Myth #2: ABA is only for children with severe autism

Some people may think that ABA is only suitable for children with severe autism who have significant impairments in communication and behavior. This is not true. ABA can benefit children with ASD of any age, level of functioning, and severity of symptoms. ABA can help children with ASD learn new skills, reduce problem behaviors, increase independence, and enhance their quality of life. ABA can also address a wide range of domains, such as:

  • Social skills, such as eye contact, joint attention, turn-taking, and empathy.
  • Communication skills, such as vocalization, speech, sign language, and augmentative and alternative communication (AAC) devices.
  • Academic and learning skills, such as reading, writing, math, and science.
  • Motor dexterity, such as fine and gross motor skills, coordination, and balance.
  • Hygiene and grooming, such as toileting, dressing, brushing teeth, and washing hands.

ABA can also be used to treat other conditions that may co-occur with ASD, such as anxiety, OCD, phobia, anger issues, eating disorders, substance use disorder, dementia, and more.

Myth #3: ABA is abusive and unethical

Some people may think that ABA is abusive and unethical because it uses aversive techniques, such as punishment, coercion, or manipulation, to change behavior. This is not true. ABA is based on the principles of positive reinforcement, which means that it rewards desirable behaviors and ignores or redirects undesirable behaviors. ABA does not use harmful or painful methods to modify behavior. In fact, the use of aversive techniques is prohibited by the ethical standards of the Behavior Analyst Certification Board (BACB), the professional organization that regulates the practice of ABA. ABA therapists are required to follow the BACB’s code of ethics, which includes:

  • Respecting the dignity and rights of their clients
  • Obtaining informed consent from their clients or their legal representatives
  • Protecting the privacy and confidentiality of their clients
  • Providing effective and evidence-based services
  • Seeking supervision and consultation when needed
  • Maintaining professional boundaries and avoiding conflicts of interest
  • Upholding the integrity and reputation of the profession

ABA therapists are also trained to use data-driven and scientific methods to monitor and evaluate the progress and outcomes of their interventions. They adjust their plans and strategies based on the feedback and preferences of their clients and their families.


ABA is a proven and effective therapy that can help children with ASD and other developmental conditions improve their skills and behaviors. However, there are also some common myths and misconceptions about ABA that may prevent some people from seeking this therapy for their children. In this blog post, we have debunked some of these myths and explained the facts about ABA. We hope that this information will help you make an informed decision about whether ABA is right for your child.