14-state ABA chain · 38 BCBAs · 12 months engagement
BCBA time to bill cut from 97 days to 22.
Parallel commercial and Medicaid filings, NPPES auto-enrich, and a Pre-Flight Validator that catches CAQH and roster gaps before payer review. Thirty-eight BCBAs enrolled. $1.6M of revenue captured. Zero credential gaps at month twelve.
Specialty
ABA Therapy
Providers
38 BCBAs
Geography
14 states
Engagement
12 months
Payer types
Commercial + Medicaid
Captured
$1.6M revenue
The headline numberSequential pipeline. Then parallel.
BEFORE · BASELINE
97d
BCBA time to bill · sequential pipeline · commercial first, Medicaid second
AFTER · STEADY STATE
22d
38 BCBAs avg · CredPro parallel filings · Pre-Flight Validator green-gate
Avg TAT to bill
22d
Trailing 12-month median across 38 BCBAs
BCBAs through
38/38
100% enrolled, none stuck at month 12
States covered
14
Commercial + 14 state Medicaid programs
Revenue freed
$40K
Per BCBA, 75-day TAT compression × $533/day
CREDPRO · PRE-FLIGHT VALIDATOR · LIVE
The situationHiring fast. Billing slow. The math hurt.
TAKEAWAY
Three failure modes drove the 97-day timeline. None exotic. All three compounded.
CONTEXT 01
14
states · ABA chain
CONTEXT 02
38
BCBAs hired against growth plan
CONTEXT 03
3
failure modes, all compounding
Failure 01 · Serial filing
Commercial first, Medicaid second.
Roster team filed commercial in week one and only started Medicaid once commercial cleared. Across 14 state Medicaid programs, the staggered start added 38 to 52 days. The work was the same. The order was the problem.
Failure 02 · NPPES typos
Manual entry, silent drift.
Practice locations, taxonomy codes, and mailing addresses were rekeyed from PDFs into payer portals. One in six applications bounced for a transposed digit or a sole proprietor flag set wrong. Each bounce cost 9 to 14 days.
Failure 03 · Late blockers
CAQH expired during payer review.
CAQH attestations rolled past the 120-day window while the payer was reviewing the file. The payer paused, sent a soft rejection, and the queue restarted. Same pattern hit lapsed malpractice certificates and stale BACB lookups.
The structural fixTwo lanes instead of one queue.
TAKEAWAY
One source-of-truth packet, two simultaneous submissions. 41 days of compression from this change alone, before the validator or NPPES sync.
The fix · workflowAuto-enrich, validate, then file in parallel.
STEP 01 · ENRICH
NPPES auto-enrich pulls the live NPI record.
STEP 02 · CONFIRM
BACB lookup confirms certification status.
STEP 03 · VALIDATE
Pre-Flight runs 5 deterministic checks.
Revenue at riskWhat a stuck provider actually costs.
$/DAY IDLE
$533
standard ABA productivity per BCBA
DELAY ABOVE TARGET
75d
sequential pipeline vs steady state
BCBAs IN POOL
38
all stuck behind credential queue
REVENUE TIED UP
$1.52M
$533 × 75d × 38 BCBAs
| Provider title | Productivity / mo | $ / day idle | Per BCBA · 75d delay |
|---|---|---|---|
| BCBA | $16,000 | $533 | $40,000 |
| BCaBA | $10,500 | $350 | $26,250 |
| RBT | $7,000 | $233 | $17,500 |
| Clinical Director | $22,000 | $733 | $55,000 |
| 38 BCBAs · pre-engagement | , | , | $1.52M tied up |
Each BCBA sitting unbilled is $533 a day. Running 38 of them through a 75-day standard pipeline was $1.5M of working capital tied up. We freed it in 8 weeks.
, Credentialing director · 14-state ABA chain (anonymized)
What the dashboard showsPipeline by state. Stage by stage.
VIEWERS
COO + roster lead
single shared view
GREEN
Progressing
on cadence, no action
GOLD
Awaiting payer
watch list, weekly nudge
RED
Daily escalation
partner reviews each AM
BCBAs in flight · 14 states · all payers
refreshed 9s ago
BCBA cohort · California4 providers · stage: payer review
CMRCL+MCD
72%
BCBA cohort · Texas5 providers · stage: payer review
CMRCL+MCD
65%
BCBA cohort · Florida3 providers · stage: PSV pending
MCD
48%
BCBA cohort · New York4 providers · stage: approved
CMRCL+MCD
100%
BCBA cohort · Pennsylvania3 providers · stage: application filed
CMRCL+MCD
35%
BCBA cohort · Illinois2 providers · stage: roster reject
MCD
18%
BCBA cohort · Georgia3 providers · stage: payer review
CMRCL
88%
BCBA cohort · Arizona2 providers · stage: approved
CMRCL+MCD
100%
+12 more across 6 states · 2 red · 5 gold · 19 approved
Engagement ScorecardQuarterly partner report · Q4 redacted
CONFIDENTIAL
KPI movement before vs current.
Median time to bill
97 d
22 d
Revenue at risk per BCBA
$42K
$0
Credentialing-related denial rate
11.4%
1.2%
Pre-Flight catch rate (issues found)
n/a
23%
CAQH expiry during review
31%
0%
Credential gap rate
8.6%
0%
Q4 · 2026
ASP-RCM Senior Partner
14-state resultTAT achieved per state.
TAKEAWAY
Trailing 12-month median. Cooperative states cleared fastest. Friction states still cleared inside 30 days.
| State Medicaid program | Cohort | Commercial TAT | Medicaid TAT | Combined median |
|---|---|---|---|---|
| Arizona AHCCCS | 2 BCBAs | 14 d | 16 d | 15 d |
| New York Medicaid | 4 BCBAs | 15 d | 17 d | 16 d |
| Pennsylvania HealthChoices | 3 BCBAs | 16 d | 19 d | 17 d |
| Texas STAR / STAR+PLUS | 5 BCBAs | 17 d | 21 d | 19 d |
| California Medi-Cal | 4 BCBAs | 18 d | 22 d | 20 d |
| Massachusetts MassHealth | 2 BCBAs | 17 d | 23 d | 20 d |
| North Carolina Medicaid | 3 BCBAs | 19 d | 23 d | 21 d |
| Georgia Medicaid | 3 BCBAs | 18 d | 24 d | 21 d |
| Ohio Medicaid | 2 BCBAs | 20 d | 25 d | 23 d |
| New Jersey FamilyCare | 2 BCBAs | 21 d | 26 d | 24 d |
| Virginia Medicaid | 2 BCBAs | 19 d | 27 d | 24 d |
| Florida Medicaid | 3 BCBAs | 20 d | 29 d | 25 d |
| Tennessee TennCare | 2 BCBAs | 22 d | 28 d | 25 d |
| Illinois Medicaid | 2 BCBAs | 24 d | 31 d | 28 d |
ImplementationFour phases. Eight weeks to steady state.
TAKEAWAY
Calendar discipline beats heroics. Each phase ships specific artifacts the COO verifies before the next opens.
01
Weeks 1-2 · Discovery
Roster audit + payer matrix
Full BCBA roster loaded into CredPro. NPPES drift report shipped. Payer-by-payer requirement matrix built for 14 states.
02
Weeks 3-4 · Pipeline build
Parallel workpack template
One source-of-truth packet per BCBA. Commercial + Medicaid templates wired. CAQH and BACB lookups on nightly sync.
03
Weeks 5-6 · CredPro deploy
Pre-Flight Validator live
Five-check gate live in production. RS256 passport issued per file. Payer-specific follow-up cadences armed.
04
Weeks 7-8 · Steady state
22-day TAT in week 11
First state cohorts approved. Median TAT hits 22d. Roster team handles 38 BCBAs without adding headcount.
OutcomesBefore. After. In numbers.
Pre-engagement · baseline
Median time to bill
97d
Revenue at risk per BCBA
$42K
Credentialing denial rate
11.4%
Credential gap rate
8.6%
Annualized leak ≈ $1.6M
Steady-state · month 6+
Median time to bill
22d
Revenue at risk per BCBA
$0
Credentialing denial rate
1.2%
Credential gap rate
0%
12-month captured revenue $1.6M
Capability stackWhat the speedrun actually runs on.
TAKEAWAY
Four layers, one audit boundary. Every pass, hold, or rejection writes to an RS256-signed log inside CredPro v6.
Layer 04 · Parallel submission gates
Commercial + Medicaid same-day file · payer follow-up cadences
▼
Layer 03 · Pre-Flight rules engine
5 deterministic checks · 23% catch rate · file-if-green gate
▼
Layer 02 · BACB + CAQH lookup
Certificate status · 120-day attestation window watcher
▼
Layer 01 · NPPES nightly feed
Live NPI sync · taxonomy + practice address drift detector
Common questionsFrequently asked: BCBA credentialing.
What is the Pre-Flight Validator?
A deterministic check that runs against every BCBA file before any payer application leaves the building. It confirms BACB certificate is active, CAQH attestation is current within the rolling 120-day window, NPI taxonomy matches the BACB specialty, malpractice covers the practice state, and the practice location address matches NPPES. If any item fails, the application is held with a worklist item.
How do parallel filings work in practice?
For each BCBA, the commercial and Medicaid applications are prepared as one workpack and submitted on the same day. By preparing one source-of-truth packet, we file both in parallel. That single change took 41 days off the median timeline.
How does the NPPES integration work?
CredPro pulls the live NPPES record by NPI on a nightly job and compares every field against the internal provider record. Practice location, taxonomy, mailing address, sole proprietor flag. Drift is flagged for a coordinator. That alone eliminated the typo class of rejections.
Why anonymize the client?
The master service agreement includes reciprocal confidentiality. The numbers, the state count, the BCBA count, and the timeline are real. A senior partner can host a reference call under NDA once both sides agree.
Can we get a reference call?
Yes, at late-stage diligence with client consent. Typically a 30-minute call with the client's COO or RCM director, covering what the rollout actually looked like and which payers cooperated.
How long until we see results?
The first commercial approval against the new workflow lands inside 3 weeks for cooperative payers. The full population reaches steady-state by month 4. The 22-day median TAT is the trailing average across months 6 through 12.
What does the free credentialing audit look like?
Send your active provider roster, your CAQH list, and 12 months of credentialing-related denials. Inside 30 days you receive a 4-page written audit covering NPPES drift by provider, CAQH attestation status, a gap list against the payers you bill, payer-by-payer median TAT, and a 90-day fix plan.
Does this only work for multi-state chains?
No. The Pre-Flight Validator and the parallel filing pattern are identical at any scale. Single-state practices see the biggest jump in cooperative payers. Multi-state chains see the biggest jump in Medicaid timelines. Credentialing also hands off to billing on day one when the same ABA billing company runs both.
Want the same audit applied to your roster?
A free 30-day audit. Send your active provider roster, your CAQH list, and 12 months of credentialing-related denials. We return a 4-page written audit covering NPPES drift by provider, CAQH status, a payer-by-payer gap list, median TAT, and a 90-day fix plan. Yours to keep. No SDR follow-up.