## 7. Building Your Dream Team Iliana, a strong, passionate, and well-trained team can make all the difference in delivering quality ABA services and maintaining a positive reputation. Whether you’re just starting as a solo BCBA or planning to grow a multi-staff clinic, the strategies below will help you **recruit, onboard, and retain** the right people. --- ### 7.1 Defining Key Roles & Responsibilities 1. **BCBA (Board Certified Behavior Analyst)** - Designs and updates treatment plans (BIPs, skill acquisition programs). - Supervises BCaBAs and RBTs, ensuring data accuracy and adherence to ethical guidelines. - Typically the one who handles evaluations and modifies interventions as needed. 2. **BCaBA (Board Certified Assistant Behavior Analyst)** - Works under a BCBA’s supervision; can assist with program development and direct care. - Some states also require a separate license for BCaBAs—check your local rules. 3. **RBT (Registered Behavior Technician)** - Implements day-to-day therapy sessions under BCBA (or BCaBA) guidance. - Collects data, follows specific program instructions, communicates updates to supervisors. 4. **Administrative Staff** - **Office Manager**: Oversees scheduling, manages intake paperwork, handles facility logistics. - **Billing Specialist**: Submits claims, follows up on denials, verifies insurance benefits. - **Receptionist** (if you have a physical clinic): Greets families, manages the waiting area, fields calls. 5. **Potential Additional Roles** - **HR/Recruiter**: If you’re scaling quickly. - **Clinical Director**: If you have multiple BCBAs, someone might oversee overall clinical quality. - **Owner/CEO**: If that’s you, you’ll juggle strategic direction, financial oversight, marketing, and more. --- ### 7.2 Hiring vs. Contracting 1. **W-2 Employees** - You provide benefits (if applicable), handle payroll taxes, and have tighter control over schedules and processes. - Often preferred for RBTs and admin staff you want to develop long-term. 2. **1099 Contractors** - They handle their own taxes and benefits; can be more flexible if you only need part-time or occasional coverage. - However, labor laws require that independent contractors have autonomy over how they perform their work. Double-check compliance with your state/federal guidelines. 3. **Outsourcing/Temp Agencies** - For short-term or unpredictable workloads (like a sudden influx of clients), you can contract staff from an agency. - Generally more expensive per hour, but reduces overhead (recruiting, hiring admin). **Key Consideration:** ABA services typically involve a lot of **training and supervision**, so weigh whether it’s worth investing in full-time staff vs. contracting out. --- ### 7.3 Recruitment Channels 1. **Professional Job Boards** - **Indeed, LinkedIn, Glassdoor** for general searches. - **Association for Behavior Analysis International (ABAI)** job board or local behavior analysis associations for more specialized candidates. 2. **Universities & Training Programs** - Build relationships with **local graduate programs** in ABA or psychology. - Offer internships or supervised fieldwork placements—this can funnel new talent to your practice. 3. **Local Networking & Conferences** - Attend **ABA conferences** or local autism support group events. - Word of mouth among BCBAs is powerful; a strong professional reputation draws in top talent. 4. **Social Media & Community Groups** - Facebook groups for BCBAs or RBTs, state-level ABA associations, or Slack communities can help you find candidates actively job-hunting. --- ### 7.4 Interview & Selection Process 1. **Initial Screening** - Phone or video interview to confirm certifications, availability, salary expectations. - Check if they align with your mission/values (e.g., empathy, collaboration, data-driven mindset). 2. **Deeper Interview** - For BCBAs: Ask about specific experiences (e.g., dealing with severe behaviors, designing group interventions), ethical dilemmas, data analysis. - For RBTs: Role-play a challenging scenario, see how they respond to hypothetical behavior issues. - **Cultural Fit**: If you prize communication and teamwork, gauge how candidates handle conflict or feedback. 3. **Practical/Working Interview** - Some clinics do a short “hands-on” session or observation to see how the candidate interacts with a child (with permission) or how they handle data collection tasks. - Ensure you follow HIPAA/client privacy guidelines if you do any in-person demos. 4. **Reference & Background Checks** - Verify BACB certification status (you can use the BACB’s online registry). - Conduct a criminal background check if your state or Medicaid requires it for working with minors or vulnerable populations. --- ### 7.5 Onboarding & Training 1. **Orientation Checklist** - Facility/office tour (if in-person), introduction to team members, overview of your mission and core values. - Administrative overview: timesheets, scheduling system, data collection platform, payroll policies. 2. **RBT/BCaBA/BCBA-Specific Training** - For RBTs, ensure they’ve completed their 40-hour training and passed the RBT exam. - Provide a **manual or video tutorials** on your specific data collection software, session note templates, daily workflow. - Regular supervision check-ins with a BCBA. 3. **Policy & Procedures Review** - Spend time on **client confidentiality**, HIPAA, incident reporting, safety protocols, and crisis management. - Make sure each new hire signs an acknowledgement that they understand and will follow these policies. 4. **Mentoring & Ongoing CEUs** - Encourage staff to attend **conferences or trainings** to maintain (or enhance) their certifications. - Offer internal workshops if you have multiple BCBAs who can share specialized knowledge. --- ### 7.6 Supervision & Staff Development 1. **BACB Supervision Requirements** - If you have RBTs, they need at least **5% of their monthly ABA hours** in direct BCBA/BCaBA supervision (or as per updated BACB guidelines). - Document all supervision sessions carefully in logs for compliance and auditing. 2. **Performance Reviews** - Evaluate staff every 6–12 months. Provide written feedback on strengths, areas for improvement, and goals. - Use data from session notes, parent feedback, and client outcomes to inform reviews. 3. **Retention Strategies** - Offer growth paths (e.g., RBT to BCaBA to BCBA) for those pursuing further education. - Provide a supportive environment: staff socials, open-door policy, recognition for achievements or innovative ideas. --- ### 7.7 Scaling Your Team 1. **When to Hire More Staff** - Monitor caseload growth. If you have a waiting list, it might be time to bring on additional BCBAs or RBTs. - Track **billable hours** and overall client demand. The ratio of staff to clients should allow high-quality service and manageable workloads. 2. **Adding Administrative Roles** - If you find **billing or scheduling** is taking too much of your clinical time, hire or outsource a billing specialist or office manager. - A **clinical director** or **team lead BCBA** can help standardize quality across multiple staff members as you expand. 3. **Forecasting & Budget** - Hiring costs money up front (recruiting, onboarding, potential benefits). - Ensure you have a stable **cash flow** or a business line of credit if you’re anticipating rapid growth. --- ### Key Takeaways - **Right People, Right Roles**: Clarify what each position does (BCBA, RBT, administrative, etc.) and ensure your hiring aligns with current practice needs. - **Recruit & Interview Strategically**: Use specialized job boards, professional networks, and practical interviews to find folks who share your values and have the necessary skills. - **Onboard Thoroughly**: Set new hires up for success with a clear orientation process, supervision logs, and ongoing training. - **Retention Matters**: Show appreciation, offer growth opportunities, and maintain supportive supervision to minimize turnover—especially with RBTs. - **Scale Safely**: Keep an eye on caseload, billable hours, and quality of care as you expand your team. Next, you’ll explore **Section 8: Billing, Revenue Cycle Management, and Financial Tracking**—how to handle claims, payments, and the financial health of your practice so you can pay your stellar team on time and keep operations sustainable.