Caseload health answers a key question: is this BCBA managing enough RBT-delivered therapy hours, or are they carrying too much direct work themselves?

Where it appears

Dashboard widget (right column) — Shows two columns: In-Home BCBAs and Clinic BCBAs. Each displays how many are healthy vs. total, with at-risk BCBAs listed by name alongside their current vs. target hours.

Staff member detail page — For BCBAs only. Shows a health status badge (Healthy or At Risk), supervised RBT hours (97153) with current vs. monthly target and a progress bar, client breakdown, and warnings if any clients are missing authorization data.

How it’s calculated

  1. KeepSight finds all client enrollments where this BCBA is assigned and an RBT is also assigned
  2. For each enrollment, it pulls weekly 97153 hours from the current treatment authorization
  3. It sums all weekly hours and multiplies by 4 to get a monthly estimate
  4. It compares that number against the threshold set in Admin → Caseload Limits

If the BCBA’s supervised hours meet or exceed the threshold, they’re Healthy (green). If not, they’re At Risk (red).

Setting up caseload health

Thresholds are configured per service type in Admin → Caseload Limits. Set the supervised_rbt_hours_monthly value for each service type. If no threshold is configured, the widget shows “Not Configured” with a link to settings.

Tip
Caseload health only works when clients have authorized 97153 hours entered on their authorizations and BCBAs have RBTs assigned to shared enrollments. If the widget looks empty, check that authorization data is complete.

Things to know

  • Caseload health currently shows a simple healthy/at-risk status. It doesn’t produce a granular score.
  • The distinction between in-home and clinic thresholds matters — supervision requirements differ by setting.
  • This widget won’t be meaningful until staff and authorization data are populated in the system.