Automated ABA Staff Billable Utilization Report
Every Monday, WebRun opens CentralReach, pulls the prior week's session hours delivered versus scheduled for each therapist, calculates billable utilization rates, logs the results to a Google Sheet, and posts a ranked digest to Slack for clinical leadership to review and act on.
How do I automatically track ABA therapist billable utilization each week?
WebRun pulls CentralReach session data every Monday, calculates each therapist's billable utilization rate for the prior week, and logs the results to a Google Sheet. It then posts a ranked Slack digest to clinical leadership flagging any therapist below your target utilization, so caseload gaps are spotted and addressed before they compound.
- Leadership sees practice-wide and individual utilization rates every Monday without pulling a manual report
- Therapists below the utilization threshold are flagged automatically for caseload review
- Cancellation and no-show patterns are tracked separately so avoidable revenue loss is visible
Built for ABA clinical directors · BCBA supervisors · ABA practice owners · behavioral health operations teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.centralreach.comin a real browser with your saved login - no setup, no API keys. -
1
CentralReach - pull session and scheduling data
centralreach.com
WebRun opens CentralReach to pull session and scheduling data. - Open CentralReach and navigate to scheduling or session reports
- Pull the prior week's scheduled hours and delivered session hours for each active therapist
- Note cancellations, no-shows, and their reasons to distinguish avoidable from unavoidable variance
- Capture each therapist's total scheduled hours, delivered hours, and caseload size
Done when Scheduled and delivered hours are collected for every active therapist for the prior week.
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2
Google Sheets - calculate and log utilization rates
google.com
WebRun opens Google Sheets to calculate and log utilization rates. - Open the Staff Utilization Digest sheet
- Calculate each therapist's billable utilization rate as delivered hours divided by scheduled hours
- Append a new weekly row per therapist with the date range, scheduled hours, delivered hours, and utilization percentage
- Flag any therapist below 75% utilization in a color-coded column for leadership attention
Done when The utilization sheet is updated with this week's data and flagged entries for therapists below threshold.
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3
Slack - post the weekly utilization digest
slack.com
WebRun opens Slack to post the weekly utilization digest. - Post the weekly utilization digest to the leadership Slack channel
- List the practice-wide average utilization rate and the range from highest to lowest
- Name any therapist below 75% utilization and their rate, and link to the full Google Sheet
Done when Leadership has a Slack digest with practice-wide utilization and flagged therapists for follow-up.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it message therapists directly about their utilization?
No. The digest is a leadership-only internal report posted to Slack. Any staff-facing conversations about caseloads or schedules are handled by your clinical directors.
What counts as billable utilization?
It divides delivered session hours by scheduled session hours for the week. Only sessions recorded as delivered in CentralReach count; canceled and no-show sessions are tallied separately to explain the gap.
Can the utilization threshold be changed from 75%?
Yes. The flag threshold is a setting in your run configuration. Adjust it to match your practice's target utilization rate.
Related templates
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