Caseload is the census every ABA owner checks first: who is in active treatment, where, under which payer, and whether each client is getting the hours their plan calls for. This dashboard turns that census into a capacity view — showing the spread across clinics and BCBAs and flagging the clients quietly receiving less care than they should.
Why caseload and capacity matter
Two problems hide in a caseload. First, clients under their recommended hours are both a clinical gap (under-dosed treatment) and a revenue gap (authorized hours going undelivered). Second, caseload imbalance — too many clients on one BCBA, too few on another — drives burnout, supervision-quality risk, and uneven utilization. Neither is visible from a client list; both jump out of a capacity view.
What this dashboard tracks
The overview shows total active clients, how many are under their recommended weekly hours, and authorized vs. delivered hours across the caseload. Breaking active clients down by clinic, payer, and program shows where the practice is concentrated and where it can grow; a caseload-per-BCBA view surfaces imbalance; and the authorized-vs-delivered comparison ties capacity back to utilization and revenue.
How to read it
Start with clients under recommended hours — that's the list to act on, because each one is treatable dosage and billable revenue being left undelivered. Then read caseload per BCBA for balance, and the payer/program mix for concentration risk and growth headroom. The gap between authorized and delivered hours is the same story as the authorization-utilization report, viewed from the client side.
Who uses it
Owners use it for capacity planning and growth; clinical directors use it to balance caseloads and protect supervision quality; operations uses it to find and close under-served clients.
Metrics it tracks
| Metric | What it means |
|---|---|
| Total Active Clients | Clients currently in active treatment across all locations. |
| Clients Under Recommended Hours | Active clients receiving materially fewer weekly hours than authorized/recommended. |
| Total Authorized Hours / Week | Weekly treatment hours approved across the active caseload. |
| Total Delivered Hours / Week | Weekly hours actually delivered against that caseload. |
Used by: Practice owners, clinical directors, operations
Frequently asked questions
What is a typical caseload per BCBA in ABA?
It varies by model and payer, but BCBA caseload is one of the most important balance metrics in a practice — too high threatens supervision quality and BCBA retention, too low wastes capacity. The value of a caseload view is spotting imbalance across your BCBAs, not matching a single industry number.
What does 'clients under recommended hours' mean?
These are active clients receiving materially fewer weekly therapy hours than their authorization or clinical recommendation. Each one represents both under-dosed treatment and authorized, billable hours going undelivered — which is why it's usually the first list an operations team works.
How does caseload relate to authorization utilization?
They're two views of the same gap. Authorization utilization looks at delivered vs. authorized hours per authorization; caseload capacity looks at it per client and per BCBA. Clients under recommended hours are exactly where utilization leaks.
Can I build this on my own client data?
Yes. Export your active-client roster with authorized and delivered hours and use this as a template — we model it into a Power BI report. The sample is synthetic, so there's no PHI here.
Build this report on your own data
Clone this ABA template — describe it and we’ll generate sample data so you can try it free, or upload your own export. You get a fully modeled, branded Power BI project that opens in Power BI Desktop.
Use this as a template →