Automated RBT Supervision Hours Tracking
Every Monday, WebRun opens CentralReach, tallies completed supervision hours for each RBT in the current billing month, calculates the pace needed to meet the BACB monthly requirement, logs the results to a Google Sheet, and posts a Slack digest for supervising BCBAs to review and schedule makeup sessions.
How do I automatically track RBT supervision hours against BACB requirements?
WebRun checks CentralReach every Monday and tallies each active RBT's supervision hours for the current month, then calculates how many more hours are needed to meet BACB requirements. It logs the pace data to a Google Sheet and posts a Slack digest for supervising BCBAs, flagging anyone at risk of falling short before month-end.
- No RBT ends a month short of BACB supervision requirements because gaps are caught each Monday
- Supervising BCBAs see exactly which RBTs need additional time this week without pulling manual reports
- Monthly supervision data is archived automatically for compliance documentation
Built for Supervising BCBAs · ABA clinical directors · ABA practice managers · behavioral health practices
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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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 - tally supervision hours per RBT
centralreach.com
WebRun opens CentralReach to tally supervision hours per RBT. - Open CentralReach and navigate to supervision or staff management records
- For each active RBT, tally the supervision hours logged so far in the current billing month
- Note whether hours were individual or group supervision and the supervising BCBA for each session
- Calculate how many hours remain needed by month-end given the BACB requirement of at least 5% of direct hours worked
Done when Every active RBT's supervision hours completed and hours still needed for the month are calculated.
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2
Google Sheets - log pace and shortfall data
google.com
WebRun opens Google Sheets to log pace and shortfall data. - Open the RBT Supervision Tracker sheet
- Update each RBT's row with hours completed to date, hours required, and hours still needed
- Calculate the projected monthly total based on current pace and flag any RBT projected to fall short
- Archive prior months' data in a historical tab for compliance records
Done when The tracker sheet is current with each RBT's supervision pace and projected month-end status.
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3
Slack - alert supervising BCBAs
slack.com
WebRun opens Slack to alert supervising BCBAs. - Post a weekly digest to the clinical Slack channel listing RBTs on track versus those at risk of falling short
- For each at-risk RBT, show hours completed, hours still needed, and their supervising BCBA
- Flag RBTs needing more than 3 hours in the remaining days of the month as urgent
Done when Supervising BCBAs have a Slack digest showing which RBTs need additional supervision time this week.
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
How does it calculate the required supervision hours for each RBT?
It uses the BACB requirement that RBTs receive at least 5% of their direct hours worked in supervision each month. It tallies the RBT's direct hours in CentralReach and calculates the minimum supervision hours accordingly.
Does it track individual and group supervision separately?
Yes. It records individual and group supervision hours separately in the tracker sheet because BACB requirements distinguish between the two types.
What if a supervision session was logged after the weekly run?
Each Monday run re-reads the current month's supervision logs in CentralReach, so any session logged after the previous run is included in the updated tally.
Related templates
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