ABA Authorization Tracker

Know which authorizations run out, which expire unused, and when to reauthorize.

Paste a list with client, CPT code, units approved, start, end and units used. Add units scheduled per week and a rate per unit if you have them. The page projects each authorization to its end date, flags the ones that will run out of units early or leave units unused, prices the unused ones, and gives a reauthorization submit-by date.

Use initials or an internal client ID, never full names. Nothing is sent anywhere. Payer rules differ; this page does the arithmetic on your numbers and does not know any payer's requirements.

1. Your authorizations

A CSV or a pasted spreadsheet range with a header row. Required: client, code (CPT), units approved, start, end. Optional: units used, units per week, rate per unit. Dates as 2026-03-31 or 3/31/2026.

Choose a CSV file …or paste the lines

2. Settings

As of date

Reauthorization lead time (days before end)

Flag when projected use is under (percent)

Choose a file or paste the list, then click Check authorizations.

How it decides, and what it leaves out

Pace: your scheduled units per week if you gave them, otherwise units used divided by days elapsed, times seven. It is projected over the days left.
Runs out: the projection passes the approved units, so the date the remaining units are gone is shown.
Expires unused: projected use is under your threshold. Unused units times your rate is the figure at risk. A rate you leave blank is treated as zero.
Reauthorization: end date minus your lead time.
Not decided: any payer's rules for extensions, concurrent or retroactive authorization, whether a unit is billable, medical necessity, or what the authorization letter actually says. Check each against the payer's own documents.

Common questions

How do I know when an ABA authorization will run out of units?

Divide units used by the days elapsed to get a daily pace, then project it to the end date. If the projection passes the approved units, the units run out before the authorization ends. This page does it for every authorization in a list, using your scheduled units per week when you give them and the observed pace when you do not.

How early should an ABA reauthorization be submitted?

Payers differ, and many ask for the request 30 to 45 days before the current authorization ends, sometimes with an updated assessment or progress report. Set your own lead time here and the page shows the submit-by date for each authorization. Check the payer's current requirement; this page does not know it.

What happens to ABA units that are not used before the authorization ends?

Usually they expire. Unused units are sessions that were approved but never delivered or billed, so under-use is lost revenue and often a gap in the client's treatment. The page projects unused units and, if you enter a rate per unit, prices them.

How many units is an hour of ABA?

CPT codes such as 97153 and 97155 are billed in 15-minute units, so one hour is 4 units. 10 hours a week is 40 units a week. Confirm the unit definition for each code with the payer.

Does this page store client information?

No. Use initials or an internal client ID, not names. Everything is read in your browser and nothing is uploaded or saved.