Posted 4 weeks ago Author: 3 Pie Squared Marketing Team

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

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!

The truth behind the client and staff cancellations