ABA operations software evaluation checklist

Begin with the operating problem

Do not start with a feature inventory. Name the decisions, handoffs, delays, and accountability gaps the organization needs to improve. Identify which systems already hold authoritative clinical, billing, workforce, and financial data.

A new platform should have a clear role in that architecture. If its value depends on replacing a system you intend to keep, the evaluation is mis-scoped.

Evaluate six dimensions

Ask vendors to demonstrate the exact workflows with representative test data and realistic exception cases.

• Workflow fit: stages, variations, owners, next actions, and escalation.
• Visibility: aging, blockers, drill-down, location context, and definitions.
• Data boundary: authoritative sources, PHI handling, reconciliation, and export.
• Implementation: discovery, configuration, training, adoption, and optimization.
• Security: access model, auditability, incident process, vendors, and contracts.
• Commercial fit: full cost, term, services, support, change process, and exit.

Test claims carefully

Ask whether an integration exists today, what it moves, how often, under what agreement, and who supports failures. Distinguish native, partner-built, customer-built, and manual data movement.

Request evidence for outcome claims and confirm whether examples are representative, independently verified, and relevant to your operating context. A polished dashboard is not proof of implementation success.

Score the implementation, not just the interface

Require a shared work plan with accountable roles, decision gates, training, data preparation, pilot scope, acceptance criteria, and post-launch operating cadence. Identify dependencies the customer must own.

Before signing, document what happens if assumptions change, data is unavailable, security review is delayed, or a workflow does not fit. A responsible evaluation makes uncertainty explicit rather than hiding it in a demo.