The treatment was fine. The paperwork is what gets recouped.
ARIABA brings the case records, Florida Medicaid's authorization requirements, BCBA review and the record behind the report into one workflow. Your team finds the gaps before the documentation leaves the agency — and can show how the report was built when someone asks later.
Find the gaps before the payer does.
Preserve the trail before the auditor asks.
Access is by invitation while we run our first pilots. Already in the pilot? Log in.
Requested services denied. Documentation submitted is insufficient to establish medical necessity for the requested authorization period.
You are not slow. You are re-assembling.
A reauthorization is not one document. It is the previous assessment, the FBA, a scored instrument export, treatment data, your own session notes, reports from other providers, the payer's requirements and whatever the last authorization said — formats that do not line up, pulled together by copy and paste. That is where the days go, and that is where the gaps get in: a goal without a date of introduction, a behavior without a baseline, a placeholder from the template that nobody caught.
The problem is not the writing. It is the reconstruction — and every reauthorization starts it again.
Pasting the case into a general-purpose AI chat solves the writing and creates a different problem. It writes fluent paragraphs about data that may not be in the record. Under audit, prose that cannot be traced to a field is worse than no prose.
Before
- Search across documents.
- Re-enter the same information.
- Compare requirements by hand.
- Write from scattered evidence.
- Find the gaps late.
- Depend on memory.
With ARIABA
- Bring the case together.
- See what is missing.
- See what ARIABA examined — and what it did not.
- Draft only from recorded evidence.
- Review what it flagged.
- Approve as the clinician.
- Keep the record of how it was built.
How ARIABA works
Bring the case together.
Client information and background are entered once and carry forward to every document in the case. The source documents — the FBA, instrument exports, records from other providers — are uploaded into the case and kept there as they were received, page by page. Case information carries forward instead of starting from zero at every reauthorization.
See what is missing.
ARIABA reads the case against Florida Medicaid's behavior analysis coverage policy and lists what is present and what is absent, item by item. Each missing item links to the field where it goes. The screen also shows, at the same visual weight, which requirements ARIABA did not examine — because a rule nobody looked at is not a rule that passed.
Check the requirements before you write.
For a new client, ARIABA checks the eligibility requirements — who referred the child, and whether the diagnostic evaluation meets what the policy asks — before clinical time goes in. For a reauthorization, it checks the document itself, rule by rule, against the part of the policy it covers, and names the rest.
Draft from evidence.
When a reauthorization's data is complete, ARIABA drafts it from the data a person entered. If a required field is empty, it does not draft and names the field. It will not write a number that is not in the record, and it will not describe a behavior the record does not contain.
The BCBA reviews and approves. Then it exports.
Nothing reaches the final reauthorization document without a BCBA reviewing and approving it, section by section. When the last section is approved and nothing blocking remains, the document is finalized and exported as a Word file with a data table and a chart for each behavior in treatment.
Keep the record of how it was built.
ARIABA records each upload, each time the draft was generated or a section was edited, each approval and the finalization — who did it and when, on the system's clock, not on anyone's memory. A finalized document cannot be changed inside ARIABA. Months later, the agency can show the source documents as they were received and the sequence of what was done with them.
AI can write something that sounds right. ARIABA checks whether the case supports it.
A general-purpose AI asks one question: what should I write? ARIABA asks a second one first: what evidence allows us to say this? And it is built so the agency can answer a third one later: can we show where it came from?
In the reauthorization workflow, that changes what the software is allowed to do.
- A missing clinical fact stays missing. ARIABA does not fill a blank with a plausible value, and it does not draft a reauthorization until the blank is filled.
- A number that is not in the record does not get written. If the draft contains one, the draft is rejected before a BCBA ever sees it.
- A behavior the record does not contain does not get narrated.
- A fact corrected after the draft does not quietly leave an old sentence behind. The document does not export while the text still repeats the earlier value.
- Where the data does not establish a conclusion — why a goal was not met, what the clinical picture means — ARIABA leaves the sentence to the BCBA. It does not infer clinical judgment and present it as fact.
It refuses to write what nobody entered.
Your most expensive clinical time should go to clinical judgment — not to reconstructing paperwork.
There are two costs in the same report, and only one of them shows up on a timesheet.
The visible cost is assembly: a BCBA spending hours pulling a case back together and re-typing what the agency already knew. That cost is paid at every reauthorization, by every clinician, in slightly different ways — which is also how consistency is lost.
The hidden cost arrives later. Months or years after a report was accepted, someone asks how it was prepared: what supported this number, who reviewed it, what the agency had at the time. If the answer lives in one person's memory and a folder that has since moved, the agency pays that cost under the worst conditions — on a deadline, with money already on the table.
ARIABA is built to lower both. The case is captured once and carries forward. Missing requirements are visible before submission, not after. Every clinician works against the same policy checks. And who reviewed and approved what, and when, is recorded by the system — so the trail does not leave when the clinician does.
An illustrative scenario — not a customer account.
The audit doesn't start when the auditor arrives.
An agency does good clinical work. A BCBA prepares a reauthorization; the services are authorized; nothing looks wrong. Eighteen months later a request arrives: a sample of records, a deadline, and a list of questions.
The questions are not "does the report sound professional?". They are:
- Where did this baseline come from?
- What supported this statement?
- Who reviewed it, and when?
- What did you have in hand at the time?
The clinician who prepared it may not work there anymore. Files have moved. Versions have changed. Memory is the least reliable record in the building.
Without a traceable workflow, the honest answer is: "I think this is how we prepared it."
ARIABA exists to make a different answer possible: "Here is the record of how it was prepared" — the documents as they were received, the data that was entered, and who approved each section, and when.
That does not decide whether the auditor agrees with the clinical conclusion. It means the agency can show the evidence and the process behind it, instead of reconstructing them.
The audit starts when the record is created.
Federal auditors have started with ABA. Documentation is what they found.
The HHS Office of Inspector General audited Medicaid payments for applied behavior analysis in Indiana. All 100 sampled enrollee-months included at least one claim line that was improper or potentially improper. Not one came back clean. OIG recommended Indiana refund $39.4 million of the federal share.
The same ABA review has since been published for Wisconsin and Colorado — at least $18.5 million and $77.8 million in improper payments, respectively. The findings repeatedly come back to documentation, credentialing and whether the record supports what was billed — the paper matters long after the care was delivered.
Florida is not among the states audited so far. What Florida has done is raise the documentation bar on its own: since February 2025, behavior analysis for Medicaid-enrolled children runs through nine managed care plans, all under one AHCA coverage policy. One policy sets what has to be in the document. What changes between plans is the portal you send it to.
A payer does not warn you before it pays. It warns you when it asks for the money back.
What ARIABA does not claim
ARIABA does not give you a compliance score. It never tells you a document "complies" — whether a package is sufficient is the plan reviewer's judgment, not software's.
ARIABA does not decide whether a payer must authorize services, and it does not guarantee an authorization or an audit outcome.
ARIABA does not check the entire policy. It checks part of it, and the screen tells you exactly which rules it examined and which it did not. The unexamined rules are shown at the same visual weight as the examined ones.
ARIABA does not replace BCBA clinical judgment. It does not write clinical conclusions the data does not establish, and nothing is final until a BCBA has approved it.
ARIABA records what happened inside its own workflow. It does not certify what it did not examine, and it is not a certification of regulatory compliance.
ARIABA does not replace your practice management system. It does not hold your schedule or your billing.
Anyone can show you a green screen. A green screen you cannot verify is worth nothing.
Where we are today
ARIABA is in limited pilot with a small number of Florida agencies. Accounts are created by invitation only.
Pilots run on synthetic and de-identified records, not on real client files. A business associate agreement is signed before an agency's real records are involved. If your agency needs a signed BAA in place today, we are not there yet — and we would rather tell you now than after you have signed.
Write to contact@ariaba.app. Tell us what payer and what kind of case you would bring, and we will tell you plainly whether the pilot fits it yet.