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For ABA Agency Owners & Clinical Directors

Could your agency pass a credential audit tomorrow?

A 5-minute self-check on whether you're really tracking every clinician's certification, continuing education, and supervision — or just hoping the spreadsheet is current.

Most agencies track staff compliance in a spreadsheet that one person owns and everyone forgets. When a renewal slips or a funder asks for proof, that gap becomes a billing and credentialing risk. Work through the checklist below — every box you can't tick is a place to tighten before it costs you.

1. Roster & credential inventory

You have a single current list of every clinician with their credential type (BCBA, BCaBA, RBT) and certification number.
You know each person's exact certification expiration / renewal date.
New hires are added to the tracking system on day one, not at their first renewal.

2. Continuing-education & PDU tracking by credential type

You track the right currency for each role — BCBAs/BCaBAs accumulate CEUs; RBTs accumulate PDUs under the 12-PDU, 2-year cycle that took effect January 1, 2026. (They are not interchangeable.)
You can see, per person, how many units they've earned in their current cycle versus how many they still need.
You know which of your in-house trainings count toward requirements and which don't — and you don't assume employer training alone covers everyone.

3. Supervision tracking

Ongoing supervision is logged for each RBT, not just assumed.
Supervisor-to-supervisee assignments are documented and current.

4. Audit-readiness

If a funder or the certifying board asked for proof of any clinician's current standing, you could produce it the same day.
Renewal reminders fire automatically and early — not in the final 30 days, when scheduling conflicts cause lapses.
One lapse wouldn't quietly let an out-of-compliance clinician keep billing.
How did you do? Any unchecked box is a tracking gap. The most common one we see: an agency tracks renewal dates but not whether each person is actually on pace with their CEUs or PDUs — so the lapse only surfaces at renewal, when it's too late to fix calmly.

Get the printable checklist + roster tracker template

A clean PDF of this checklist plus an editable roster-compliance tracker you can use today. You can also join the list for our agency roster-compliance platform.

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