“I have to write a lot of reports… I would love for that to be automated.”
– Chanie Richler, MS, BCBA.
Client: Independent BCBA providing ABA therapy services in the US
Industry: Applied Behavior Analysis (ABA) Therapy
Use Case: Automating initial assessments, reassessments, and treatment plans for autism spectrum disorder (ASD) clients, using Word templates from multiple providers such as Wonderway ABA, Accomplish ABA, and Shining Star ABA
About the Client
Chanie Richler is a Board Certified Behavior Analyst (BCBA) working independently with several ABA therapy companies across different insurance networks. A significant portion of her work involves writing detailed assessment reports to secure insurance authorization for ABA services.
These reports require synthesizing information from multiple sources – parent interviews, psychological evaluations, direct client observations, and standardized assessments, into 20-30 page documents with specific sections addressing communication deficits, social skills, behavioral intervention plans, and treatment goals.
The Problem: Administrative Burden Limiting Clinical Capacity
The assessment report workflow was time-intensive and repetitive:
Manual Process:
Before automation, Chanie spent 2.5 to 3.5 hours per assessment manually copying information from multiple sources into assessment templates. She worked with four different companies, each requiring slightly different form formats. The manual workflow limited her to one or two assessments per week, even though she had demand for six or more.
Business Impact:
- Limited to 1-2 completed assessments per week
- Had to turn down additional clients due to time constraints
- Income is directly tied to the number of reports completed
- Repetitive work reduced the time available for direct client care
- Managing multiple form templates, each with slightly different formats but requiring the same core information
The Solution: End-to-End Report Automation
Chanie provided her assessment templates to Instafill.ai. The one-time setup typically takes 1–2 hours per form to convert Word documents into fillable PDFs with interactive fields. After conversion, Instafill.ai performs a one-time “fine-tuning” process to achieve 99–100% field-level accuracy. This teaches the AI how to handle specific form logic, constraints, and table layouts, making all subsequent fills for that form instantaneous. Once done, the PDF can be automatically filled with AI.
For each new assessment, Chanie now uploads her source documents (parent interview transcripts, psychological evaluations, behavioral data) and lets the AI fill out the form in 60–90 seconds. When completed, she reviews the output for accuracy and makes any needed edits (only if needed) in the filled PDF and downloads the completed report ready for insurance submission.
Results: 95% Time Reduction, Direct Revenue Impact
Efficiency Gains:
- Report completion time: 2.5-3.5 hours → ~2 minutes
- Time savings per report: ~3 hours
- Weekly capacity: 1-2 reports → 6+ reports
Business Impact:
- Can now handle 3-6x more assessments per week
- Direct revenue increase tied to additional reports completed
- More time available for direct client work and clinical supervision
- Reduced stress from administrative backlog
Workflow Improvement:
- No more switching between LLM and Word documents
- Consistent formatting across all reports
- Source documents stay organized per case
- Can generate reassessments using updated data from previous reports
| Metric | Before Instafill.ai | After Instafill.ai |
|---|---|---|
| Time per report | 2.5-3.5 hours | ~2 minutes |
| Accuracy | Manual errors in copy-paste | 99% after tuning |
| Workflow | LLM + manual assembly | End-to-end automation |
Why This Matters for ABA Professionals
Assessment reports are critical for ABA providers but represent a significant administrative burden:
- Insurance requirements are rigid: Reports must be comprehensive, well-structured, and include specific DSM-5 criteria and behavioral justifications
- Time is finite: Every hour spent on reports is an hour not spent with clients
- Volume matters: Income scales with number of clients served, but report writing creates a bottleneck
- Quality cannot suffer: Reports must maintain clinical accuracy and professional standards
Instafill.ai addresses this by handling the mechanical work – organizing information, formatting sections, ensuring consistency – while leaving clinical judgment and final review in the hands of the BCBA.
The result is a workflow that scales. BCBAs can take on more clients, complete reassessments faster, and spend less time on administrative tasks without compromising report quality.
Implementation: From Setup to First Report in Minutes
Getting started required minimal setup:
Week 1:
- Provide different form templates used
- Instafill.ai’s AI converted Word documents to fillable PDFs
- Tested the first report with real client data
Ongoing:
- Upload source documents for each new assessment
- Add any specific instructions or notes
- Review the completed report and make edits as needed
- Download the final PDF for submission
What changed:
The automation handles the repetitive work – pulling client names, dates, behavioral goals, intervention strategies, and assessment data from source documents into the correct template fields. Chanie still provides the clinical judgment and reviews all outputs, but no longer spends hours on manual data entry.
This workflow matches how BCBAs actually work: gather clinical data during sessions, then document it for insurance. The AI handles the documentation formatting while preserving the clinical expertise in the source materials.