ABA staffing software
How to Reduce Unstaffed Hours in an ABA Agency
Unstaffed hours are client time with no RBT on them. RosterABA keeps those cases in one place so coordinators can see the gap, find a fit, and close it.
RosterABA is ABA agency hiring and staffing software. RBT-to-case matching — by schedule, location, travel range, and qualifications — is the central capability. It is not an EMR.
See the open hours first
Each client is unstaffed, partially staffed, or fully staffed against authorized weekly hours and the required schedule. The unstaffed board lists open cases and why they are open: a new case, a lost RBT, or hours that changed. You can look at the list or a map.
Prioritize, then match
When several families are waiting, the board shows how long cases have been open and how many hours are still uncovered. Rank RBTs for one case, or build one coordinated plan across leftover hours so you are not double-booking the same person.
- Find RBTs whose weekly availability overlaps the open blocks
- Skip people who cannot travel to that location
- Send the case to one RBT or to several people
- Collect Interested or Not interested before you offer hours
From a yes to assigned hours
An accepted match becomes an offer to the RBT and, when you need it, to the family. After both sides are in, assign the weekly hours. The case comes off the unstaffed board. RosterABA then reminds staff to enter the assignment in your EMR. It does not replace the EMR.
Questions coordinators ask
How can an ABA agency reduce the number of unstaffed client hours?
Track required hours against hours already assigned, rank RBTs who can cover the open blocks, send the case, and assign hours only after the RBT and family accept.
How should an ABA agency prioritize cases when several clients need RBTs?
Use the unstaffed board to see which cases are new, lost an RBT, or changed hours, and how long they have been waiting. Match the ones with the largest uncovered hours or the longest wait first.
How can ABA providers improve RBT utilization across multiple cases?
Look at booked hours versus available hours, then plan leftover hours across open cases together so one RBT is not offered two conflicting schedules.