How to Fix Insurance Credentialing Backlogs in Your ABA Practice

Insurance credentialing is one of those tasks every ABA practice depends on, yet it often becomes the slowest part of getting providers ready to serve clients. When credentialing backlogs build up, everything else slows down too—onboarding, scheduling, claim submissions, and even cash flow. The problem is not that ABA practices ignore credentialing. The real issue is that the process can feel scattered, paperwork-heavy, and completely dependent on how fast insurance companies respond.

Fixing credentialing backlogs isn’t about working harder. It’s about setting up simple systems that keep the work moving in a steady, predictable rhythm. Whether you’re running a large ABA center or a small practice with a handful of therapists, the ideas below can help you clear delays and prevent them from building up again.

Why Credentialing Backlogs Happen

Before you fix anything, you need to understand why delays start. Most backlogs come from one or more of these issues:

• Providers missing documents without realizing it.

• Incorrect or outdated information in CAQH.

• Licenses or NPIs not syncing with payer requirements.

• Insurance companies taking longer than expected to review applications.

• No one tracking where each application stands.

• Too many manual steps and not enough automation.

These small gaps don’t seem like a big deal at first. But when you combine them across several therapists, the backlog grows large enough to delay client care and payment flow. Many ABA clinics try to push through these issues by submitting paperwork again and again, but that only adds to the pile. A steady, organized approach works better.

This is also the stage where some practices start exploring how organized ABA therapy billing services connect credentialing and billing in a smoother way. Even though credentialing comes before billing, both processes are deeply linked. When one slows down, the other feels the impact quickly.

1. Create a Clear Checklist for Every Provider

Credentialing becomes messy when each therapist gives different sets of documents at different times. A simple checklist fixes most of that. The checklist should include:

• State license copy

• Type 1 NPI

• Type 2 NPI (for the organization)

• CAQH login and confirmation

• Liability insurance

• W-9

• Resume

• Certifications (such as BCBA or RBT)

• Background check details

Give this checklist to every new provider before you begin their enrollment. This alone reduces backlogs because it cuts down on back-and-forth communication.

2. Keep CAQH Updated Every Month

Many credentialing delays happen because CAQH isn’t updated or attested. Insurance companies rely on CAQH to verify provider data, so even one outdated field can slow the entire review.

A simple rule helps:
Update CAQH once a month and attest every time the system asks for it.

It takes 10–15 minutes but prevents weeks of waiting later.

3. Track All Applications in One Place

You can’t fix a backlog you can’t see. A tracker—simple or advanced—makes a big difference. It can be:

• A spreadsheet

• A ClickUp board

• A Google Sheet

• A credentialing tracking software

For each provider, record:

• Date documents were collected

• Date submission went to the payer

• Expected review time

• What the payer asked for

• Follow-up dates

• Approval date

Many practices don’t follow up until weeks have passed. But insurance companies expect consistent follow-ups. A tracker prevents anything from slipping.

4. Divide Credentialing Into Weekly Tasks

Trying to complete credentialing in one large push usually leads to burnout and missed details. A better approach is to divide the work into weekly tasks, such as:

• Week 1: Collect documents

• Week 2: Review CAQH

• Week 3: Submit all applications

• Every week: Follow up on pending items

This rhythm prevents chaos and keeps everything moving slowly but steadily.

5. Submit Applications in Batches

If you submit one provider at a time, you’re always chasing after deadlines. Submitting in batches—like three to five providers—helps you:

• Work more efficiently

• Track progress easier

• Reduce repeated communication

Insurance companies respond better to structured submissions instead of many scattered ones.

6. Follow Up Consistently but Calmly

Insurance panels often need reminders, and the practices that follow up politely and consistently get faster approvals. A good rule:

Follow up every 10 days unless the payer specifies otherwise.

Each follow-up should include:

• Provider’s full name

• NPI

• Tax ID

• Submission date

• Case reference number

Short, clear emails work best. Avoid long explanations—they slow down the payer’s response.

7. Fix Small Errors Before They Grow

Little mistakes cause long delays. Examples include:

• Misspelled names

• Wrong license dates

• Missing signatures

• Outdated insurance

• Incorrect NPI type

Build a habit of checking everything twice before you submit. A 5-minute review can save 30 days of waiting later.

8. Connect Credentialing With Your Billing Team

Sometimes backlogs appear because credentialing and billing teams work separately. When both teams share information, they catch issues faster.

This is where organized ABA billing services help practices keep credentialing aligned with billing needs. Even if your team handles credentialing in-house, make sure billing staff always know:

• Who is approved

• Who is pending

• Which payers still need documents

• Which providers should not yet submit claims

Good communication keeps the practice from accidentally billing with incorrect information.

9. Re credential on Time to Prevent Gaps

Credentialing doesn’t end after approval. Most insurance panels require re credentialing every 2–3 years. If this is missed, the provider loses their status and must start over.

Set reminders 120 days before re credentialing deadlines. This gives you enough time to update documents, licenses, and CAQH.

FAQs

1. Why does credentialing take so long for ABA providers?

Many insurance panels have heavy workloads, and even small document errors slow things down. Missing CAQH updates or incomplete applications are the biggest causes of delays.

2. How often should we follow up with insurance companies?

A follow-up every 10 days keeps your application active without overwhelming the payer. If the payer gives a timeline, follow their instructions instead.

3. Can credentialing and billing overlap?

Not fully. Providers must be credentialed before billing insurance, but both teams should communicate. Good coordination prevents denied claims later.

4. Is it normal for some payers to take 90 days or more?

Yes. Some insurance companies require 60–120 days. A clean, complete application helps reduce this time.

Conclusion

Credentialing backlogs don’t happen overnight, and they won’t disappear overnight either. But with steady systems, clear checklists, organized tracking, and regular follow-ups, your ABA practice can keep applications moving without stress. Fixing credentialing delays improves onboarding, strengthens billing results, and helps new providers start serving clients faster. The key is staying organized before problems grow, not rushing after they appear.