ABA Authorization Tracker | BCBA Caseload Spreadsheet | Units by cpt Code, Burn-Down and RBT Supervision Check | Excel & Google Sheets

See where every authorization stands: units used, units scheduled, units remaining, and the date they'll run out.

The ABA/BCBA Authorization & Caseload Tracker is a protected, formula-driven workbook for BCBAs, clinic owners and caseload managers. It works in Excel and Google Sheets, uses client and staff ID codes only, and has no macros or add-ons.

BUILT AROUND AUTHORIZED UNITS
• One row per client per CPT code (97151, 97152, 97153, 97154, 97155, 97156, 97157, 97158 by default; the list and the 15-minute unit length are editable).
• Units burn down from Completed sessions. Scheduled sessions are shown separately as reserved, and Cancelled sessions count toward nothing.
• For each authorization: units approved, used, scheduled and remaining, % used, % of the period elapsed, days left and a projected exhaust date (based on your own pace so far).
• Over-utilized and under-utilized flags comparing how fast you're using units with the calendar (you set the thresholds).
• Red / amber / green status: no units left, scheduled sessions exceeding what's left, units low, authorization ending in 30 or 60 days.
• A check that flags sessions with no matching authorization (wrong CPT code, or a date outside the authorization).

RBT SUPERVISION CHECK
• Direct service hours per RBT (from Completed sessions, 15-minute units to hours) against the supervision minutes you log, individual or group, for this month and last month.
• Compared with a supervision percentage you set (the default is 5%), with amber and red flags. Supervision requirements are set by the BACB and your employer: verify them and set your own threshold.

DASHBOARD
• Active clients, authorizations ending in 30 and 31-60 days, and active clients with no active authorization.
• Units approved, used, scheduled and remaining, the earliest projected burn-through date and which authorization it is, a needs-attention list and a chart of units by CPT code.
• RBTs below your supervision threshold and overall supervision % for the month.
• Staff credential and recertification dates with a countdown (add your BCBAs and RBTs by ID code).
• Room for 100 clients, about 300 authorizations, about 3,000 sessions and about 1,500 supervision entries.

WHAT YOU GET
1. A zip file with: a SAMPLE workbook (.xlsx) with fictional client IDs, staff codes and sessions (11 client IDs, 17 authorizations, about 740 sessions) so you can see every flag working; a BLANK workbook (.xlsx), the same workbook empty and ready for your caseload; and the Setup Guide (PDF).
2. The Setup Guide as a separate PDF.
3. A one-page Start Here PDF: how to unzip and open the files.
Etsy can't deliver .xlsx files directly, so the workbooks come inside a zip file.

HOW IT WORKS IN EXCEL AND GOOGLE SHEETS
• Excel 2016 or later / Microsoft 365 (Windows and Mac): unzip the download, open the BLANK workbook and click Enable Editing. There are no macros, so you are never asked to enable them.
• Google Sheets: unzip, upload the .xlsx to Google Drive, open it and choose File > Save as Google Sheets (the setup guide walks through it, including how to re-protect the formula columns, because Excel's sheet protection does not carry over).
• LibreOffice Calc: open the .xlsx directly. Linux users: use Google Sheets or LibreOffice Calc.

WHO IT'S FOR
BCBAs, BCaBAs, clinic owners and caseload managers in ABA who track payer-approved units by CPT code, and RBT supervisors who want a quick monthly supervision percentage check. It's built around US CPT codes.

PRIVACY
Client and staff ID codes only. There are no fields for names, dates of birth, diagnoses or clinical notes. This is an organizational spreadsheet, not an EHR or a HIPAA compliance solution.

NOT INCLUDED
Billing or claim submission, scheduling, session notes or clinical documentation, an EHR, macros, or billing or clinical advice. The workbook does arithmetic on the numbers you enter; payer rules vary, so verify authorizations with your payer. Not affiliated with or endorsed by the BACB.

INSTANT DOWNLOAD
Your files are available on your Etsy Downloads page as soon as your payment clears. Nothing physical ships.

LICENSE
One license per buyer, for use in your own practice. Please don't resell, share or redistribute the files. Need copies for more than one clinician? Message us before you buy.

DESIGN NOTE
Designed by Sparta Labs. AI tools were used to help build and document this template. All sample data is fictional.

QUESTIONS?
Message us through Etsy. Please never send client information.