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Progress Reporting

Progress reports document client outcomes and are required by insurance every 6 months.

Reporting Cycle

  • Insurance requires reassessment every 6 months
  • BCBAs are responsible for tracking allotted assessment hours during each reporting period
  • Reports must demonstrate progress toward treatment goals

Report Components

Assessment Code 97151

BCBAs can bill this code for:

  • Initial assessment
  • Re-assessment
  • Report writing
  • Updating data sheets/tracking sheets/goals after a progress report
  • Post-report team meetings to discuss new goals/programming

Aetna Restriction: Cannot bill more than 8 units per day for assessment code (97151)

Reporting Workflow

1. Data Analysis

  • BCBA reviews all collected session data
  • Graphs are generated from HiRasmus
  • Progress toward goals is evaluated

2. Report Writing

  • Billed under 97151 code in Aloha
  • Documents client progress over the reporting period
  • Includes recommendations for continued treatment

3. Post-Report Team Meeting

  • BCBA meets with RBT team
  • Review new goals and programming
  • Billed under 97151 code in Aloha

4. Goal Updates

  • Treatment plan updated based on progress
  • New targets added to HiRasmus
  • Data sheets and tracking updated
  • Billed under 97151 code in Aloha

Billable vs. Non-Billable Activities

Billable to Client/Insurance (97151)

  • Report writing and re-assessment
  • BCBA and RBT post-report meetings
  • Updating goals/targets after a report

Billable to Client/Insurance (97156)

  • Parent-requested team meetings
  • IEPs with parent present
  • Collaborating with other disciplines (requested by parent)

Billed to Bee-Have (Indirect)

  • Regular team meetings (not report-related)
  • Visual supports and programming updates
  • General case coordination

RBT Involvement

During Reporting Period

  • Collect accurate data every session
  • Note any significant changes or concerns
  • Communicate with BCBA about client progress

Post-Report Meeting

  • Attend team meeting to review new goals
  • RBTs can bill 30 minutes of indirect time for annual reviews
  • Ask questions about new programming or targets

After Report

  • Implement updated treatment plan
  • Begin collecting data on new targets
  • Follow revised protocols as directed by BCBA

Insurance Requirements

Authorization Tracking

  • Each client has an authorization with approved hours per billing code
  • BCBAs must track hours used during the reporting period
  • Stay within authorized limits

Documentation Standards

  • All progress must be documented with data
  • Reports must show measurable outcomes
  • Goals must be specific and achievable