The Truth Behind Client and Staff Cancellations in ABA Practices  Cancellations are one of the most persistent challenges in running an ABA practice. Whether it’s staff calling out or clients missing sessions, the impact can ripple through scheduling, staff morale, client outcomes, and the bottom line. But what if you could reframe cancellations not as chaos — but as data?  In this episode of the 3 Pie Squared - ABA Business Leaders podcast, April and Stephen explore the truth behind client and staff cancellations, offering a fresh, data-driven perspective on one of the biggest pain points in ABA practice management.    Why Cancellations Matter More Than You Think For many ABA providers, cancellations are seen as frustrating but inevitable. April and Stephen challenge that mindset and propose a better approach: view cancellations as data points rather than disruptions. This shift in thinking opens the door to pattern recognition and meaningful improvement. Here’s why tracking and analyzing cancellations is critical: Impacts your ABA therapy business plan and operational efficiency Directly affects projected and actual utilization, which payers are watching more closely than ever Influences client progress and compliance for ABA providers Signals potential issues in company culture, scheduling practices, and staff retention Common Patterns Behind Cancellations April and Stephen discuss several predictable patterns that often drive cancellation rates: Over-reliance on certain team members Poor scheduling gaps and split shifts Lack of clear policies and definitions around what counts as a “cancellation” Culture of tolerance for lateness and absenteeism Ripple effects between staff and client cancellations By reframing these as key performance indicators, ABA business owners can audit, analyze, and act. Practical Tips from the Episode Define what counts as a cancellation clearly Track three simple numbers: requested hours, projected hours, and actual hours Identify patterns in time-of-day, geography, or staff roles Consider how split shift laws and drive time laws affect attendance Remove scheduling responsibility from clinicians and assign to dedicated roles Educate staff on how cancellations impact the business and their own support resources Sponsored by MarginKeepers Managing clients and staff is hard enough — don’t let your books add to the chaos. MarginKeepers specializes in ABA businesses and takes the stress out of financial management so you can focus on clinical care. 👉 Learn more Take the Challenge Ready to take control of your cancellations? 📌 Block one hour in your calendar this week. 📌 Look at the last 3 months of your data — or start collecting if you’re not already. 📌 Ask yourself: What patterns do you notice? What do they say about your structure, staff, or clients? This exercise could reveal major insights to improve ABA practice management and staff retention. Helpful Resources 📥 Starting a practice, not sure where to start? Download our free ABA Business Start-Up List 👉 Get the Start-Up List 👥 Explore membership options with 3 Pie Squared and access exclusive resources for ABA business leaders 👉 Join the Membership Final Thought Your cancellation rate isn’t just a number. It’s a reflection of your business systems, culture, and sustainability. Analyze it, learn from it, and use it to build something stronger. 🗣️ What’s your cancellation rate telling you? Share your thoughts and experiences in our ABA Business Leaders Facebook Group!

ABA Business News - March 24, 2025 As the founder of 3 Pie Squared, I am dedicated to supporting small ABA practices in delivering ethical, sustainable, and high-quality services. Recent developments in our field present both challenges and opportunities that we must navigate thoughtfully. 1. Motivity Secures $27 Million Growth Investment Motivity, a leading provider of clinical SaaS solutions for Applied Behavior Analysis (ABA) providers treating children with autism, has announced a $27 million investment from Five Elms Capital. This funding aims to advance innovation and scale operations, reflecting the growing interest in enhancing technological solutions within the ABA sector. Source: Motivity Announces $27M Growth Investment from Five Elms Capital to Advance Innovation and Scale Operations 2. Workforce Shortages in ABA The demand for skilled ABA professionals continues to outstrip supply, with a 14% increase in demand for individuals holding BCBA or BCBA-D certification from 2022 to 2023. Burnout among current staff further exacerbates retention challenges, emphasizing the need for practices to invest in technology and staff training to improve outcomes and streamline operations. Source: Key ABA Trends for 2025 Every Provider Should Know 3. Diversification in Autism Therapy Models The autism therapy industry, traditionally dominated by ABA, is witnessing a shift towards more diversified treatment approaches. Providers are increasingly integrating services such as speech, occupational, and physical therapies alongside ABA to offer a holistic, multidisciplinary care model. This trend aims to address the comprehensive needs of individuals with autism, moving beyond the conventional ABA-centric framework. Source: New Autism Therapy Models Gain Traction as Industry Diversifies 4. Projected Growth in the U.S. ABA Market The U.S. Applied Behavior Analysis market was valued at approximately $4 billion in 2023 and is projected to grow at a compound annual growth rate of 4.8% between 2024 and 2032. This growth is driven by the increasing prevalence of autism spectrum disorders and the rising adoption of ABA interventions across various age groups. Source: U.S. Applied Behavior Analysis Market Size | Growth Outlook 2032 5. Medicaid Funding Cuts in New York Governor Kathy Hochul's proposed state budget includes cuts to Medicaid funding for ABA therapy, despite an overall increase in the Medicaid budget. This decision could significantly impact low-income families' access to essential ABA services and poses a threat to the viability of small practices relying on Medicaid reimbursements. Advocacy for fair funding is crucial to ensure that vulnerable populations continue to receive necessary support. Source: Hochul's $252B state budget offers cash for unions - but cuts for autistic kids Need help? We’re here to support you. Whether you’re just starting out or looking to grow, we have resources to guide you every step of the way. The ABA Business Start-Up List ABA Business Readiness Assessment Need a website, rate negotiations, or getting ready to get accredited? Get your staff a growth path to reduce turnover and build a sustainable, ethical practice. Handbooks for accreditation or an in-network audit With over 100 episodes—and now offering CEUs—our podcast is another great resource for growing and improving your ABA practice. Tune in to gain valuable insights, learn from industry leaders, and stay updated on the latest in ABA business. Check it out here: 3 Pie Squared Podcast.

When to Scale Your ABA Business: Insights from Local Owner Chris Robinson Scaling an ABA business is a complex process that requires balancing leadership, staffing, and client needs. In a recent episode of ABA Business Leaders, we sat down with Chris Robinson, owner of ABYAY, and Maria Zito, the director, to discuss the challenges of growth and how to know when it’s the right time to scale. Finding the Right Time to Grow Chris and Maria shared that successful growth in ABA isn’t just about adding more clients—it’s about ensuring that BCBAs, RBTs, and leadership are aligned. Over the years, they’ve experienced both rapid expansion and unexpected setbacks, including staff turnover and even a wave of maternity leaves that tested their agency’s structure. Key Lessons from Their Journey: Building a leadership team before scaling – Having strong directors and supervisors in place helped them navigate challenges without sacrificing quality. Maintaining a balance between BCBAs, RBTs, and clients – Too many cases with not enough staff can lead to burnout, turnover, and lower-quality care. Focusing on retention – Investing in staff check-ins, professional development, and a strong company culture helps keep the team engaged and reduces turnover. Prioritizing financial sustainability – Growth isn’t just about increasing revenue—it’s about ensuring that staffing costs align with reimbursement rates. How to Get More Clients Without Losing Quality One of the biggest challenges in 2025 for ABYAY is client acquisition. While they have a strong leadership team and capacity for more cases, finding the right clients—those who truly need intensive services—has been a focus. Some of Their Top Strategies for Client Growth: Strengthening relationships with referral sources like pediatricians and diagnostic centers Engaging with the local community through autism walks and events Hosting educational trainings for parents and professionals to build brand trust Improving onboarding processes to reduce client drop-offs Scaling Without Sacrificing Quality Chris also emphasized that scaling isn’t just about getting bigger—it’s about doing it right. Their agency has prioritized quality over rapid expansion, ensuring that staff have manageable caseloads and strong support systems in place. For ABA business owners looking to scale the right way, Chris and Maria’s advice is clear: invest in leadership, streamline operations, and grow intentionally. Want More Support in Growing Your ABA Business? Join the ABA Business Leaders Membership for expert guidance, exclusive resources, and a supportive community. Thinking about starting your own ABA practice? Download our ABA Business Startup Checklist for free. Learn More About ABYAY Visit ABYAY to learn more about their ABA services and how they’re making a difference in their community.