Built for ABA Practices · Metro Atlanta

Your clinical team
should be focused on
clinical excellence.
Not operational chaos.

Independent ABA practices are built on clinical excellence. The operational layer should match. Clairen Haus designs and manages the AI-powered systems that run your intake, scheduling, authorizations, family communication, and admin workflows — so your BCBAs, RBTs, and clinical team never have to.

Request a Discovery Call See the Workflow Map →

No long-term contracts required for discovery  ·  Setup in 2–3 weeks  ·  Done-for-you, not software you manage

3+
Common admin roles at ABA practices — each covering workflows automation can handle
54
Workflows automated across intake, scheduling, billing, and family comms
91%
Of ABA admin workflows can run fully autonomously with the right system
2–3 wks
Average time from discovery call to a fully operational system
The Real Problem

You built a world-class clinical environment.
The operations haven't caught up yet.

Independent ABA practices are growing fast — rising client demand, stretched staff, and no dedicated ops team. The clinical promise is there. The operational infrastructure to support it at scale is the gap. Here's what that looks like on the ground, and what it looks like when the system runs it instead.

Without an operational system
With Clairen Haus in place
Families inquire and wait days for a callback — some move on to the next practice before anyone responds
Every inquiry is responded to within minutes, intake starts automatically, families feel supported from the first contact
Your Center Administrator role covers intake, scheduling, RBT coordination, session note follow-up, billing, parent communication, and PTO approvals — simultaneously
Automated workflows handle the repetitive layer. Your administrator focuses on high-touch family relationships and clinical support — not chasing tasks
BCBAs follow up daily on incomplete session notes to ensure timely billing — clinical time lost to admin enforcement
Session note completion reminders trigger automatically. BCBAs stay at the top of their license. Billing stays clean
Authorization expiration dates tracked manually — lapses happen, sessions pause, families are frustrated
Renewal workflows trigger ahead of deadlines. Zero lapses. Families never experience a disruption they didn't see coming
No-shows cost session revenue and leave RBTs underutilized — waitlist families aren't reached in time to backfill
Multi-touch reminder sequences run automatically. Cancellations trigger instant waitlist outreach. Every slot is recoverable
Executives need daily updates — but pulling together clinic status, open items, and staff coverage requires someone's time every morning
Automated daily ops digest delivered to leadership. Full clinic visibility without anyone assembling it manually
Workflow Map

Every workflow your
Center Administrator job post
describes — automated.

We mapped the most common ABA admin roles against our automation library. Here's what the system handles — click any category to expand.

54
Total workflows
49
Fully autonomous
5
Staff-assisted
8
Categories
Intake & Family Inquiry
Every family answered. Every time.
Auto
AI voice agent answers all inbound calls 24/7Auto
New family intake screening and qualificationAuto
Missed call follow-up via text within 2 minutesAuto
After-hours inquiry capture and routingAuto
Waitlist placement and status updatesAuto
Outbound intake follow-up sequencesAuto
Client Onboarding
Families arrive pre-registered. Every time.
Auto
Digital intake packet delivery and collectionAuto
Consent form routing and completion trackingAuto
Insurance card and documentation collectionAuto
Welcome sequence and orientation schedulingAuto
Provider assignment notification to familyAuto
First session prep remindersAuto
RBT & Staff Scheduling
Coordination without the chaos.
Auto
Session booking, rescheduling, and cancellationAuto
RBT schedule conflict detection and alertsAuto
Cancellation capture and waitlist backfillAuto
Multi-touch session reminders (call + text + VM)Auto
PTO request routing and coverage alertsAuto
Open slot and utilization reportingAuto
Authorization Management
Zero lapses. Zero scrambling.
Assisted
Authorization expiration tracking and alertsAuto
Renewal reminder sequences to familiesAuto
Document collection and submission coordinationAssisted
Insurance re-verification workflowsAssisted
Lapse risk alerts to leadershipAuto
Session Notes & Billing
Clean billing without BCBA follow-up.
Auto
Incomplete session note reminders to RBTsAuto
Daily billing readiness digest to leadershipAuto
Co-pay and family responsibility remindersAuto
Outstanding balance follow-up sequencesAuto
Pre-session balance alerts to familiesAuto
Family Communication
Every touchpoint, on time, every time.
Auto
Progress update delivery to familiesAuto
Parent training session remindersAuto
30/60/90-day satisfaction check-insAuto
Re-engagement sequences for paused clientsAuto
Referral request automationAuto
Google review request post-milestoneAuto
Staff & Clinical Ops
Leadership visibility without manual assembly.
Auto
Daily ops digest to executivesAuto
New staff onboarding task sequencesAuto
BCBA supervision hour tracking alertsAuto
Credential expiration trackingAuto
Clinic cleanliness and ops checklistsAuto
Compliance & Documentation
HIPAA-compliant. Fully auditable.
Assisted
Consent and release form trackingAuto
HIPAA-compliant communication routingAuto
Session note completion enforcementAssisted
Document retention and audit trail loggingAuto
How It Works

Done-for-you.
Not software you manage.

Clairen Haus designs, builds, and manages the system. Your team shows up to a working operational layer — no learning curve, no internal IT lift.

01

Discovery

We map your current workflows, identify the highest-impact automation opportunities, and build a custom scope matched to your EHR, communication stack, and clinical systems.

30-minute call
02

Build

We design and build every workflow, integrate with your existing systems, and configure automations to your specific processes — intake, scheduling, auth, billing, and staff ops.

1–2 weeks
03

Go Live

Every workflow is tested end-to-end before launch. Your team gets a 60-minute orientation. Then the system runs — no babysitting, no manual intervention required.

Week 2–3
04

Optimize

We monitor performance monthly, report results to leadership, and continuously refine workflows as your practice grows — including multi-location expansion.

Ongoing
What Practices Say

After the system
goes live.

"We had families waiting weeks for a callback. Now intake starts the same day they call. Our waitlist-to-enrolled conversion went from 40% to 71% in the first 60 days."

RL
Dr. Rachel L., BCBA-D
ABA Practice Director, Decatur GA

"Authorization renewals used to fall through the cracks. We'd lose sessions and scramble. That's completely gone. The system catches everything before it lapses."

TM
Tanya M., COO
Multi-site ABA Group, Metro Atlanta

"My BCBAs were spending 30 minutes a day chasing session notes. That's gone. They're at the top of their license now — and billing is cleaner than it's ever been."

JK
James K., Founder
Pediatric ABA Services, Marietta GA
+12–18
New clients/mo recovered
From missed call and intake follow-up automation
35–50%
No-show reduction
Within first 90 days of multi-touch reminders
0
Authorization lapses
Practices report zero lapsed auths after 6 months live
20–30 hrs
Admin hours saved weekly
Redirected to clinical support and family relationships
Next Step

Let's map what this
looks like for your practice specifically.

A discovery call with Clairen Haus takes 30 minutes. We'll review your current workflow, identify your highest-impact automation opportunities, and show you exactly which workflows we'd build first — and what they'd cost. No pitch deck. No sales pressure. Just a practical map built around your practice.

Request a Discovery Call Learn More About Clairen Haus

No long-term contracts required · Setup in 2–3 weeks · Built around your practice

Request Discovery Call