How an independent BCBA cut ABA assessment reports from 3 hours to 2 minutes
Chanie Richler, MS, is a Board Certified Behavior Analyst (BCBA) who works independently with several ABA therapy companies across different insurance networks. Much of her work is writing the assessment reports that secure insurance authorization for ABA services. Each report took her 2.5–3.5 hours. With Instafill.ai filling her companies' report templates from each case's documents, a report now takes about 2 minutes, and her capacity went from 1–2 reports a week to 6 or more.
At a glance
- Clinician Chanie Richler, MS, BCBA
- Industry Applied Behavior Analysis (ABA) therapy
- Location United States
- Reports Initial assessments, reassessments and treatment plans for four ABA companies
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Results
~2 min per report, down from 2.5–3.5 hours
6+ reports a week, up from 1–2
99% field accuracy after fine-tuning - Catalog forms ABA Initial Assessment and Six Month Reassessment, Biopsychosocial Assessment and ABA Treatment Plan, IBC/CBC ABA Treatment Plan/Concurrent Review Template
- Form categories ABA treatment forms, Treatment plan forms, ABA forms
The challenge
An assessment report runs to 20–30 pages, with sections on communication deficits, social skills, the behavioral intervention plan and treatment goals. It brings together parent interviews, psychological evaluations, direct observations of the client and standardized assessments. Chanie wrote initial assessments, reassessments and treatment plans for clients with autism spectrum disorder, for four companies, among them Wonderway ABA, Accomplish ABA and Shining Star ABA. Each company had its own Word template with a slightly different format, all asking for the same core information.
She copied that information into the templates by hand, switching between an LLM and Word. At 2.5–3.5 hours per report she could finish one or two assessments a week, though she had demand for six or more. Her income is tied to the number of reports she completes, so she turned clients down, and the hours spent on reports came out of her time with clients.
"I have to write a lot of reports… I would love for that to be automated."
— Chanie Richler, MS, BCBA
The solution
In her first week, Chanie sent Instafill.ai the templates she uses. Each Word template was turned into a fillable PDF with Word document filling, a one-time setup of 1–2 hours per form, and the first report was tested with real client data. A one-time fine-tuning then taught the AI each form's logic, constraints and table layouts, which brought field-level accuracy to 99–100%.
For each new assessment, she uploads the source documents: parent interview transcripts, psychological evaluations and behavioral data. Filling from documents pulls client names, dates, behavioral goals, intervention strategies and assessment data into the right sections of the template in 60–90 seconds. She can add her own instructions and notes to a fill when a case needs them.
She then reviews the report, edits anything that needs it in the filled PDF, and downloads it ready for insurance submission. The clinical judgment stays with her; the copying is gone.
The results
| Before | With Instafill.ai | |
|---|---|---|
| Time per report | 2.5–3.5 hours | About 2 minutes |
| Reports per week | 1–2 | 6 or more |
| Accuracy | Copy-paste errors | 99% after fine-tuning |
| Workflow | An LLM plus manual assembly in Word | One fill from the source documents |
Each report saves her about 3 hours, and she can take on 3–6 times as many assessments a week, with a direct rise in income from the extra reports. The formatting is the same across every report, each case's source documents stay organized together, and a reassessment can be written from the updated data of the previous report. The time that went into reports now goes to direct client work and clinical supervision.
