FAQ

KeepSight is operations management software built for ABA (Applied Behavior Analysis) therapy practices. It replaces spreadsheet-based workflows for intake tracking, caseload health monitoring, staff coordination, and cross-department visibility. Unlike clinical or billing-focused ABA software, KeepSight is purpose-built for operations teams.

CentralReach, Rethink Behavioral Health, and similar platforms focus on clinical data collection, session notes, and billing. KeepSight focuses on the operations side: intake pipeline management, staff readiness tracking, caseload health monitoring, and department-specific workbenches. Many practices use a clinical platform alongside KeepSight to cover both needs.

Caseload health in KeepSight measures the gap between authorized therapy hours and actually scheduled hours for each client and therapist. It surfaces under-utilized caseloads (authorized hours going unscheduled), over-capacity staff, and clients at risk of losing services due to scheduling gaps — problems that are invisible when tracked in spreadsheets.

KeepSight provides pipeline visibility from first client inquiry through document collection, waitlist management, and staff assignment. Each step has configurable SLA tracking — for example, a 48-hour follow-up alert if a new inquiry hasn't been contacted. The intake workbench shows all clients in progress across pipeline stages so nothing falls through the cracks.

Yes. KeepSight is fully HIPAA compliant. All data is encrypted at rest and in transit, access is controlled through role-based permissions, and full audit logging is maintained. KeepSight provides a Business Associate Agreement (BAA) to all customers.

KeepSight is built for ABA practice owners, operations managers, and department leads — the people who coordinate intake, staffing, scheduling, and capacity across the practice. It is especially useful for practices with 5 or more staff members who have outgrown spreadsheet-based tracking.

An ABA operations management tool is software that handles the non-clinical, non-billing operational workflows of an Applied Behavior Analysis therapy practice. This includes intake tracking, staff capacity planning, caseload health monitoring, credential tracking, and cross-department coordination. KeepSight is purpose-built for this category.

Yes. KeepSight's intake workbench replaces spreadsheet-based intake tracking with a structured pipeline that shows every client's status from inquiry to first session. It adds automatic SLA alerts, document requirement tracking, and real-time visibility across your team — capabilities that break down in shared spreadsheets as practices grow.

KeepSight tracks staff readiness across hiring, training, credentialing, and assignment capacity. The recruiting and staffing workbenches show which roles are open, which staff are in onboarding, and which therapists have capacity for new clients — giving operations teams a single view of staffing health instead of cross-referencing multiple spreadsheets.

KeepSight is designed for ABA practices with 5 to 50+ staff members. Single-location and multi-location practices both benefit from the centralized operations visibility. Practices below 5 staff can typically manage with spreadsheets; above that threshold, the coordination complexity makes dedicated tooling valuable.