This guide explains how to configure an Advanced ABA Workflow for your 97153 question set.
In Brellium, a workflow is a set of automated steps that provide a structure for reviewing charts and addressing errors. An advanced workflow is typically set up when an organization has utilized their standard workflow for a period of time and are ready for increased automation, a more streamlined review, process, and more targeted team communication.
Benefits of an advanced workflow include:
Consistent tracking of urgent and non-urgent issues.
Automatic communication to the right providers at the right times.
Reduction in repeat errors and documentation compliance issues.
Further customization for your organization’s operational needs.
How to use this guide:
The steps in the first section show how to create the workflow in Brellium.
The table at the end of the guide is an example of the ideal end state once the workflow is in place, including suggested remediations, flags, and email cadences. A full table is also linked below.
Creating the workflow:
1. Add Flags to 97153 Questions
Start by tagging your 97153 questions with the appropriate flags. You can do this in the “Edit Question” section within Brellium.
Use the following flags:
Critical:
Use case: For questions that must be addressed daily.
Example: A session was double billed with another session and requires immediate remediation.
Weekly Follow-Up:
Use case: For questions that require more timely corrections.
Example: The note's start time, end time, and date of service do not align with the timesheet.
Monthly Follow-Up:
Use case: For questions that require less urgent corrections.
Example: The session narrative and session data is copy/pasted form a previous session and needs revision.
Staff Follow-Up:
Use case: For questions that need review and acknowledgement by a provider to prevent future errors.
Example: Any errors that require notification to make sure they are not repeated, such as the note not being signed within 24-48 hours of the end of the session.
Coordinator Follow-Up:
Use case: For questions that need review or action from the QA team.
Example: This flag is mainly for key service delivery issues, such as the total 97153 session time for a client being great than 8 hours per day.
BCBA Follow-Up:
Use case: For questions that require timely review by the BCBA.
Example: If the child is over age 6 and required to be in school until 3:30 but the note shows a home session that started before 3:30, the BCBA needs to advise if there is justification or if this is incorrect.
BCBA Review:
Use case: For questions that require less urgent review by the BCBA.
Example: Any errors that the BCBA should have awareness of, to give the RBT further guidance and training, such as references to activities of daily living.
2. Create Email Templates
Next, build the email templates that will notify providers of flagged questions.
How to create templates:
Go to “Emails” → “Email Templates”.
Click “Add New Template”.
Create the following five templates:
Daily RBT Feedback - Pulls in all questions with the Critical flag
Weekly RBT Feedback - Pulls in all questions with the Weekly Follow-Up flag
Monthly RBT Feedback - Pulls in all questions with the Monthly Follow-Up flag
Weekly BCBA Review - Pulls in all questions with the BCBA Follow-Up flag
Monthly BCBA Review - Pulls in all questions with the BCBA Review flag
These templates will automatically pull in the relevant questions based on their assigned flags.
3. Set Up Email Schedules
Configure email schedules to match the urgency and frequency of feedback. These schedules determine when providers receive their alerts:
RBT Email Schedules:
Instant: For questions flagged Critical (daily urgent feedback).
Weekly: For questions flagged Weekly Follow-Up (needing corrections).
Monthly: For questions flagged Monthly Follow-Up (needing corrections).
BCBA Email Schedule:
Weekly: For questions flagged BCBA Follow-Up.
Monthly: For questions flagged BCBA Review.
This scheduling ensures critical issues are addressed quickly while also preventing an inbox overload.
4. Customize as Needed
The workflow is flexible—you can update flags, templates, and schedules to reflect your team’s changing needs.
Below, please find a sample of our recommended 97153 question set with suggested remediations, flags, and email cadence. For the complete set of recommended questions, please click here.
Note: Remediations recommended here are general recommendations and should be aligned with your organization’s operational procedures.
Question | Remediation | Corrective Action + Suggested Flag | Who is involved in the action item? | Frequency of outreach and email schedule |
Is the session narrative and session data NOT copy / pasted from a previous session? | Please ensure that each session narrative is original and specific to the current session, avoiding copy-pasting from previous notes. | Notification to prevent future occurrences
Flags: Staff follow up; Monthly feedback | RBT | Monthly RBT Feedback |
Is the session data field NOT copy / pasted from a previous session? | Please make sure the session data is unique and accurately reflects the current session, avoiding any copy-pasting from previous notes. | Notification to prevent future occurrences
Flags: Staff follow up; Monthly feedback | RBT | Monthly RBT Feedback |
Are there at least 3-4 goals worked on per hour billed? (2 if barriers listed) | Please ensure that there is adequate clinical substance by targeting sufficient goals (at least 3-4 goals per hour). Less (2) goals may be targeted if barriers were present. | Notification to prevent future occurrences
Flag: Monthly feedback | RBT | Monthly RBT Feedback |