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How do I track RBT supervision hours each month?

For each RBT, add up the hours of behavior-analytic services they provided in the calendar month and the supervision time logged with them. Divide supervision by service hours to get a percentage, and compare it with the BACB's monthly minimum. Check partway through the month, not after it ends, so there's still time to add supervision if someone is short.

How to set it up

1. Log service hours per RBT from completed sessions only. If you schedule in units, convert them to hours.
2. Log each supervision contact with the date, minutes, whether it was individual or group, and whether you observed the RBT with a client.
3. Work out the percentage each month: supervision hours divided by service hours.
4. Check mid-month. If an RBT's hours are running high, the supervision they need goes up with them. Finding that out in week two is much easier than in week five.
5. Check the other monthly requirements too, such as the number and type of contacts. The BACB's RBT Supervision Checklist lists them.
6. Keep the records your organization and the BACB expect, in case they're requested.

The BACB's RBT requirements currently include a minimum of 5% of service hours supervised each calendar month, plus rules on the number and type of contacts. Requirements change, and your employer or payer may require more, so check the current RBT Handbook and Supervision Checklist on the BACB site.

A template that does this

Our ABA/BCBA Authorization & Caseload Tracker ($14, Excel and Google Sheets) checks supervision minutes against each RBT's direct service hours for this month and last month, against a percentage you set (5% by default). It flags who needs more hours while the month is still open. It only checks the percentage. Contact types, supervision content and competency still go in your own records.

Common follow-up questions

What counts toward an RBT's service hours?

Hours spent providing behavior-analytic services. The BACB's RBT materials define what is included, so check the current handbook.

Does group supervision count?

Group supervision can count toward some of the requirement, with limits. Check the BACB's current RBT Supervision Checklist for how it applies.

What if an RBT is short at the end of the month?

Write it down and follow the BACB's guidance and your organization's policy. Checking mid-month is the best way to avoid getting to that point.

Related questions

• How do ABA providers track authorization units?

Sparta Labs templates are spreadsheets for organizing your practice. They aren't an EHR, billing or clinical advice, or a HIPAA compliance solution.