Understanding Billable vs. Non-Billable Hours as a BCBA
- Ashleigh
- 1 day ago
- 6 min read
If you've spent any amount of time in the ABA field, you're likely familiar with the term billable hour. But what exactly do billable hours encompass, and how do billable versus non-billable hours impact a BCBA's workload?
As a Board Certified Behavior Analyst (BCBA), your day is packed with responsibilities. From administering assessments and writing treatment plans to conducting protocol modification and parent training, running direct sessions, handling phone calls and emails, creating programming and stimuli, and the list goes on. Yet not all of this time is treated equally when it comes to how payors (e.g., insurance companies) reimburse for services rendered or how companies compensate clinicians. Let’s break down what these terms mean and how BCBAs can balance billable hour expectations.
What are Billable Hours?
In ABA, billable hours are the hours a practitioner works that can be billed to a funder. Funders (or payors) typically refer to insurance and Medicaid. Insurance companies have specific requirements regarding what services they reimburse.
Typically, the following CPT codes count toward billable hours, as the funder will reimburse the organization for these services.
97151: Behavior Identification Assessment
Face-to-face time spent with a client and/or caregivers administering assessments and discussing findings, and non-face-to-face time spent scoring, interpreting, and analyzing assessment findings and preparing the treatment plan.
This code does not cover day-to-day treatment planning (e.g., writing programs, revising BIPs). Day-to-day treatment planning is considered a non-billable task that is "bundled" into the other codes.
97153: Adaptive Behavior Treatment
A technician, under the direction of a BCBA or other qualified healthcare professional, runs treatment goals as written to teach skills and reduce interfering behaviors.
97155: Adaptive Behavior Treatment with Protocol Modification
Commonly referred to as "supervision," however, protocol modification is not simply supervising a technician. This code involves a BCBA or other qualified healthcare professional administering adaptive behavior treatment face-to-face, modifying protocol targets and strategies. This can include simultaneously directing a technician (e.g., training on new protocols, providing feedback).
97156: Family Adaptive Behavior Treatment Guidance
A BCBA or other qualified healthcare professional discusses the client’s treatment with caregiver(s), with or without the client present. This can include teaching parents how to implement treatment protocols, generalizing goals to them, and reviewing treatment progress.
You can learn more about billing codes through the ABA Coding Coalition.
What Are Non-Billable Hours?
Non-billable hours refer to tasks that are part of a BCBA’s responsibilities but aren’t reimbursed by insurance or other funding sources.
Common examples include:
Developing programming
Creating stimuli
Attending meetings and IEPs
Internal training and onboarding activities
Scheduling
Research
Preparing for parent training and BCBA fieldwork supervision sessions
Emails, phone calls, and other communication with staff and families
Travel time and mileage between clients
Even though this time isn’t reimbursed, it’s often necessary to ensure quality care, team collaboration, and compliance.
Understanding the Impact of Billable and Non-Billable Time
Understanding billable and non-billable hours is critical for behavior analysts and supervisees. Since the shift to insurance-funded ABA therapy, many organizations have placed a higher emphasis on achieving billable hours. As a result, the quality of care sometimes suffers.
Consider the following ways billable and non-billable hours directly impact a BCBA’s role, responsibilities, and compensation.
Workload Expectations
Recognizing how billable and non-billable hours work is important for BCBAs to understand their workload expectations before accepting a new position.
Many ABA organizations set productivity goals based on billable hours. For example, a full-time BCBA might be expected to hit 23–30 billable hours per week. But that doesn’t mean you're only working that many hours. Non-billable tasks can account for an additional 5-15+ hours per week. This is a common misconception in those new to the field who accept a full-time salaried position, with the expectation that they only have to work 25 hours per week.
Burnout and Time Management
High billable hour requirements can stretch BCBAs thin, especially when non-billable responsibilities are added on top. When these expectations are unrealistic or unmanageable, it can lead to burnout. Understanding the true time commitment of both billable and non-billable duties is key to setting boundaries and advocating for support.
Transparency and Compensation
Companies vary widely in their compensation for non-billable tasks. Salaried BCBAs are paid for all tasks at the same pay rate, regardless of whether the tasks are billable or non-billable. However, as salaried exempt employees, BCBAs aren't entitled to overtime pay for hours worked past 40. If they have a heavy caseload, they may need to work additional (unpaid) hours to stay on top of all responsibilities. This is where it becomes critical to self-advocate for a healthy, sustainable caseload and set boundaries. You DON'T have to work 50 hours/week as a salaried BCBA.
Now, when it comes to hourly BCBAs, there are a few paths employers may take. They may classify a BCBA as a W-2 employee or a 1099 independent contractor. Oftentimes, when companies classify BCBAs as contractors, they're actually misclassifying them due to the DOL guidelines. Nonetheless, independent contractors remain common in the field. Many companies offer a higher hourly rate to contractors but pay them no additional compensation or a significantly lower rate for non-billable time. However, it's important to recognize that independent contractors set their own rates. You don't have to agree to a contract that does not include non-billable pay. Ensure that non-billable pay is clarified and documented in writing before onboarding with a new company.
When a BCBA works as an hourly W-2 employee, they should be paid for all hours worked, per the Federal Labor Standards Act (FLSA). This means all non-billable time should be paid. Companies often offer a lower hourly rate for non-billable work, which is allowed. The FLSA only requires that hours be paid at minimum wage or above.
We encourage ABA organizations to recognize that all BCBA responsibilities—billable or not—carry value and are essential to comprehensive, effective care. Practices should account for non-billable time in their financial planning to offer fair compensation for all hours worked, ideally at the same pay rate.
Calculating Pay
When deciding whether to take on a new position as a BCBA, it's important to consider the full financial picture, particularly if billable and non-billable time are paid out at different rates. Before accepting a role, calculate your pay based on an anticipated typical week.
Here are a few examples to illustrate how varying pay rates and billable hour requirements can impact total earnings.
Example | Pay Model & Hourly Rate | Billable Hours | Non-Billable Hours | Total Weekly Pay |
Example 1 | W-2, $80/hr for billable time; no non-billable pay | 25 | 15 | $2,000 |
Example 2 | W-2, $60/hr for billable time + $25/hr for non-billable time | 30 | 10 | $2,050 |
What's a Manageable Billable Hour Requirement for BCBAs?
A manageable billable requirement can vary considerably, based on many factors, like:
Administrative responsibilities
Availability of support staff for non-billable tasks (e.g., a dedicated scheduler, staff who create stimuli)
Clinician skillset (e.g., a lower billable requirement is best for newly minted clinicians who are learning the ropes)
Caseload size and complexity
Work setting
Travel requirements
A manageable caseload for in-home or community-based therapy typically falls between 23-27 hours per week, averaging around 25. Without the travel requirement, a manageable billable requirement in clinic-based settings is typically slightly higher, around 27-30/week.
BCBAs weighed in on this topic in a recent survey on what they're looking for in a BCBA position. 66% of BCBAs reported that they seek a position with a billable requirement between 23 and 28 hours per week. See more of the survey results in this article, What BCBAs are Looking for in a Job.
Tips for BCBA Job Seekers
If you're on the hunt for a new BCBA job, be sure to ask potential employers about billable hour expectations and the full compensation package. Here are a few questions to ask before you accept a position:
What is the weekly/monthly billable requirement?
Are all hours paid at the same rate?
How many non-billable hours can I expect to work each week?
Are there admin/support staff to assist with non-billable responsibilities, like scheduling?
Do you offer performance bonuses tied to billable hours?
Do you provide travel pay and mileage reimbursement?
Searching for a BCBA role? Check out the ABA Job Board for open positions across the US!
Key Takeaways
For clinicians working in insurance-funded care, both billable and non-billable hours are necessary to deliver quality, compliant care. The billable and non-billable expectations shape BCBAs' workloads, compensation, and job satisfaction. Understanding how employers and payors treat these hours helps clinicians better navigate their role and advocate for fair and sustainable expectations.
Here are a few key takeaways.
Know what counts as billable: Only payor-authorized services can be billed. Make sure you're familiar with CPT codes to ensure compliance.
Non-billable time adds up: Tasks such as documentation, creating materials, meetings, and team communication are often overlooked but are essential aspects of the role. These hours can add up.
Ask the right questions before accepting a job: Understand how both billable and non-billable time is compensated, what the caseload looks like, and what support systems are in place.
Use this knowledge to advocate: Whether you're negotiating a contract, requesting additional support, or simply trying to maintain balance, understanding the breakdown of your time is powerful. Self-advocate!
Fair compensation matters: Regardless of whether you're salaried or hourly, your time has value. Don't hesitate to speak up about unrealistic expectations or unpaid labor.
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