STXBI Turnaround & Operational Command Center

Active Production

Billable Hours Completed

⏱️

139.1 hrs this week

Monthly Accumulative: 556.4 hrs / mo

Current: 139.1h Goal: 222.5h (5 RBTs + 2 BCBAs)

Gross Billings

Total Revenue Generated

💵

$9,357 / week

Monthly Accumulative: $37,430 / mo

Baseline: $9.4k Full Capacity: $16.8k/wk

Cash Flow Gap

Bank Cash vs. Billed Gap

🏦

$3,500 deposited/wk

Weekly Cash Gap: -$5,857 / wk

37% Collected AR Backlog: $48,000

Debt Liquidation

Backlog Payoff Horizon

🎯

~6.2 Mos to $0 debt

Total Debt Backlog: $123,318

Free Surplus: +$19.8k/mo

📋

Current Client Caseload & Weekly Revenue Realization

Live snapshot of current rendered hours, billing rates, and authorized unbilled capacity.

Client	Primary Payer	Auth 1:1	Current Rendered	Unbilled Gap	Weekly Billed	Max Auth Value	Status
ACTIVE CLINIC CASELOAD TOTAL		146.0h	127.0h	-19.0h	$9,357.48	$12,769.25	+$3,412 Leak

💡

Immediate Cash Flow Opportunity: You are leaving $3,412 / week ($14,784 / month) unbilled on existing insurance authorizations already in hand.

💳

Monthly Commitments

$41,098 / mo

Staff Payroll & Wages $28,000 / mo

Facility Rent (7400 Blanco) $4,434 / mo

QuickBooks Loans $5,980 / mo

CentralReach Billing Software $1,104 / mo

SSFCU Commercial Loan $980 / mo

IRS Payment Plan $600 / mo

Weekly Run-Rate Needed: $10,274.50 / wk

🎯

Debt Elimination Waterfall

$123,318 Total

1. Outstanding Payroll (Urgent) $78,450

2. QuickBooks Loans $36,000

3. Outstanding Facility Rent $8,868

Clinic Engine Navigation Shortcuts

Quickly jump into any specific operational or clinical module:

Automated Fluid Schedule Optimizer & Compliance Guard

Tailored for family schedules & fluid availability (No rigid block scheduling). Dynamically stacks modular sessions (2h, 2.5h, 3h, 4h) while strictly enforcing Medicaid & TRICARE daily caps.

Hard Payer Regulatory Rules (Enforced by Engine) Automated Guardrails Active

🚫 1. Strict 97155 & 97153 Non-Overlap Rule

97155 and 97153 CANNOT OVERLAP under any circumstances.

Protocol modification (97155 by BCBA) and direct 1:1 (97153 by RBT/BCBA) must be scheduled sequentially at distinct times. Simultaneous billing is strictly blocked by compliance guards.

✅ 2. Medicaid Parent Training (97156) Rules

Parent training CAN overlap with modifier indicating the client is NOT present.

• Session Duration: Cannot exceed 2.0 hours (8 units) at a time.
• Daily Ceiling: Parent training cannot cause the client to be seen/billed more than 8.0 hours in one day.

⏱️ 3. Labor Standards & Reset Guard

Full-Time RBT Standard: 32.5 Billable + 7.5 Admin = 40h Paid

Target: 6.5 billable direct hrs/day + 1.5 paid admin hrs/day. Prior-week hour borrowing is strictly prohibited; weekly limits reset every Sunday at midnight.

Select an Optimized Schedule Alternative:

Click any card or button to instantly apply its full master schedule to the floor grid below.

Active: Plan 1 (Fluid Staggered Baseline)

Plan 1: Fluid Staggered Stacking ✔ Active Plan

Stacks modular sessions (2h, 2.5h, 3h) around family arrival windows without rigid blocks.

• Weekly Direct Hours: 140.0 hrs (5 RBTs averaging 28-35h)

• Weekly Billed Revenue: $9,480 / wk ($41,080/mo)

• Compliance: ✔ 100% (All ≤ 8h/day, 0 rollover)

• Shift Structure: 7h Direct + 1h Admin (Flexible splits)

Plan 2: Staggered TriWest Overlap High Margin

Staggers BCBA supervision (97155 @ $125/hr) across military clients' custom afternoon windows.

• Weekly Direct Hours: 148.5 hrs (Includes 15h BCBA overlap)

• Weekly Billed Revenue: $10,480 / wk ($45,413/mo)

• Compliance: ✔ 100% (Overlap strictly ≤ 8h/32u cap)

• Margin Boost: +$1,000 / week extra net cash!

Plan 3: Morning Toddler Ramp Growth Mode

Fills open morning family windows (8:45-11:45 & 11:30-2:30) with 2 early intervention intakes.

• Weekly Direct Hours: 168.0 hrs (Eliminates the 24h daytime gap)

• Weekly Billed Revenue: $12,250 / wk ($53,083/mo)

• Compliance: ✔ 100% (Strict auth caps respected)

• Debt Snowball: Wipes out $48k AR debt in 10 months!

Optimized Master Client Schedule (Monday – Friday)

Every daily schedule is automatically checked against the 8-hour / 32-unit daily ceiling.

✓ All 9 Clients ≤ 32 Units / Day

Client	Payor	Mon (h/u)	Tue (h/u)	Wed (h/u)	Thu (h/u)	Fri (h/u)	Total Week	Daily Cap Check	Assigned RBT / Shift

⚖️

2 BCBAs Revenue Power & CPT Code Overlap Compliance Guard

Payer Guardrails Enforced

Rates and strict anti-overlap billing regulations for TriWest vs. Texas Medicaid.

2 BCBAs Production: +$7,008 / week (+$28,032 / month) (30.0h direct billable each)

CPT 97151 BCBA Only

Behavior Assessment & Plan

TriWest:$125.00 / hr

TX Medicaid:$100.40 / hr

$25.10 / 15-min unit (TMHP)

CPT 97153 RBT / BCBA

1:1 Direct Adaptive Treatment

TriWest (BCBA):$125.00 / hr

TX Medicaid (BCBA):$100.40 / hr

RBT Rate: $70.64 (TW) / $52 (MCD)

CPT 97155 BCBA Protocol

Protocol Modification / Direction

TriWest:$125.00 / hr

TX Medicaid:$100.40 / hr

Direction of technician / case mod

CPT 97156 BCBA Parent

Family / Caregiver Guidance

TriWest:$125.00 / hr

TX Medicaid:$89.68 / hr

$22.42 / 15-min unit (TMHP)

🚫 CPT Code Non-Overlap & Treatment Compliance Mandates:

🚫 1. Strict 97155 & 97153 Non-Overlap Mandate

97155 and 97153 CANNOT OVERLAP under any circumstances.

Protocol modification (97155 by BCBA) and direct 1:1 (97153 by RBT or BCBA) must be scheduled sequentially at distinct non-overlapping times. Simultaneous billing violates STXBI treatment rules.

✅ 2. Medicaid Parent Training (97156) Overlap Rules

Medicaid 97156 CAN overlap with treatment IF billed with the modifier indicating the client is NOT present.

• Duration Cap: Cannot exceed 2.0 hours (8 units) at a time.
• Daily Ceiling: Parent training cannot cause the client to be seen/billed more than 8.0 hours in one day.

⚖️ 3. Client Daily 8-Hour (32 Unit) Treatment Cap

Cumulative daily ceiling across all CPT codes is strictly locked at 8.0 hours (32 units).

Total daily direct treatment (97153) + protocol direction (97155) + caregiver guidance (97156) cannot push any child's cumulative billing past 32 units in a single treatment day.

🔮

Interactive Staffing & Scenario Forecaster (What-If Sandbox)

Safe Projections Sandbox

Adjust employee headcount and billable goals below to model sample projections. Your verified real clinic data ($123,318 debt, $41,098 overhead, 127h delivered baseline) remains 100% frozen and protected.

Forecasted Full-Time RBTs:

Active RBTs (Base: 5)

40h Paid = 32.5 Direct + 7.5 Admin

RBT Direct Billable Goal (hrs/wk):

hrs / week

6.5 Direct hrs/day + 1.5 Admin

Forecasted Active BCBAs:

Active BCBAs (Base: 2)

Salaried in $28k Monthly Payroll

BCBA Billable Goal per Analyst:

hrs / week

97151 / 97155 / 97156 / 97153

Projected Clinic Billable Hours

192.5 hrs/wk

162.5h RBT + 30.0h BCBA

Projected Weekly Gross Revenue

$14,635 / wk

Monthly: $58,541 / mo (4-wk)

Monthly Net Surplus (Post Overhead)

+$17,443 / mo

After covering all $41,098 monthly expenses

Projected Debt Payoff Timeline

7.1 Months

🚀 100% Debt Free in 7 Months!

Staff Labor Rates, Unblended Billing & Debt Horizon Engine

Unblended Payer Model

Calculated from STXBI's verified obligations: $41,098/mo hard commitments + $123,318 debt backlog using exact position billing rates (Medicaid $52 / TriWest $70.64 / BCBA $125) and individual employee labor rates.

Debt Backlog: $123,318

1. Monthly Run-Rate

$41,098 / mo

Payroll ($28k) + Rent ($4.4k) + QB Loan ($6k) + CR/SSFCU/IRS.

2. Total Debt Backlog

$123,318

$78.5k Back Payroll + $36k QB Loans + $8.9k Outstanding Rent.

3. 2 BCBAs Revenue Salaried in $28k

+$7,131 / wk

60.0 billable hrs/wk (30h each @ $125 TriWest / $100.40 Medicaid) = +$28,524/mo pure gross margin.

4. 5 Full-Time RBTs

$9,662 / wk

162.5 billable hrs (32.5h direct @ unblended rates: $52 Medicaid / $70.64 TriWest) = $38,646 / mo.

5. Total Clinic Capacity

$16,793 / wk

222.5 hrs/wk = $67,170 / mo (4w) / $72,768 / mo (4.33w). Net Surplus: +$26,072/mo!

BCBA

Active BCBA Contributions to the Plan (2 Analysts Modeled @ 30.0h Direct)

Both BCBAs are already on staff & salaried in the $28,000 monthly payroll ($0 added labor cost).

Combined 2 BCBAs: +60.0 hrs/wk = +$7,131 / wk (+$28,524 / mo)

BCBA 1 (Clinical Lead - TriWest Focus) 30.0 hrs @ $125.00

CPT 97155 Supervision:16.0 hrs/wk ($125/hr)

CPT 97156 Parent Training:6.0 hrs/wk ($125/hr)

CPT 97153 Direct 1:1:8.0 hrs/wk ($125/hr)

Weekly Gross Revenue: +$3,750.00 / wk

Monthly Revenue: $15,000 / mo (4-wk basis)

BCBA 2 (Staff Analyst - TriWest / Medicaid Mix) 30.0 hrs @ $112.70 avg

CPT 97151 Assessments:8.0 hrs/wk ($100.40–$125)

CPT 97155 Protocol Mod:16.0 hrs/wk ($100.40–$125)

CPT 97156 Parent Training:6.0 hrs/wk ($92.04–$125)

Weekly Gross Revenue: +$3,381.00 / wk

Monthly Revenue: $13,524 / mo (up to $15k if TriWest)

Direct Turnaround Impact 100% Margin

Because both BCBAs are already on payroll, this $28,524/month in clinical billing eliminates the cash deficit and shrinks remaining overhead:

• Overhead without BCBAs: $41,098/mo

• Overhead remaining after BCBA billing: ONLY $12,574/mo

• RBT hours needed to break even drops to ONLY ~53.0 hrs/wk!

Interactive Debt Horizon & Position Capacity Modeler

Unblended Rates Active

Calculates exact hours and staffing using distinct position billing rates (Medicaid $52 vs TriWest $70.64 vs BCBA $125).

Dynamic Calculator

Debt Payoff Timeline: Backlog: $123,318

Weekly Calculation Basis: Bi-weekly payroll budget

RBT Bill Rate ($/hr): Unblended

BCBA Bill Rate ($/hr): Unblended

RBT Direct Goal: 32.5h Direct + 7.5h Admin (40h)

BCBA Direct Goal: 30.0h Billable per Analyst

Include 2 Salaried BCBAs Production (60.0 billable hrs/wk @ $125/$100.40 = +$7,131 – $7,500/wk) Accelerates Debt Payoff to ~4 - 6 Months!

1. Workforce Composition Goal 5 RBTs + 2 BCBAs

5.0 RBTs + 2 BCBAs

5 FTE RBTs (32.5h direct / 7.5h admin) + 2 Active BCBAs (60h billable).

2. Weekly Billable Hours Goal 222.5h Total

222.5 hrs/wk

Breakdown: 162.5h RBT (73%) + 60.0h BCBA (27%).

3. Weekly Gross Revenue Unblended

$17,162 / wk

Breakdown: RBT: $9.7k/wk + 2 BCBAs: $7.5k/wk.

4. Monthly Revenue Target Target Horizon

$68,649 / mo

Surplus of +$27,551/mo clears debt in ~4.5 Months!

👥

Individual Staff Labor Rates & Position Billing Engine

Person-by-Person Modeler

Adjust each individual employee's hourly wage / salary, paid hours, direct billable time, and unblended payer billing rate to model exact clinical gross profit and margin.

Payroll Burden: %

Employee Name / Role	Assigned Caseload / Primary Payer	Billable Time	Hourly Bill Rate	Paid Hours	Labor Rate / Wage	Weekly Gross Billing	Weekly Loaded Labor	Gross Profit Margin	Action
FULL CLINIC PRODUCTION (5 RBTs + 2 BCBAs)		222.5 hrs	Avg: $75.47/h	260.0 hrs	-	$16,792.60/wk	-$8,560.00/wk	+$8,232.60/wk	-

1. Clinic Monthly Payroll 5 RBTs + 2 BCBAs

$34,240 / mo

Weekly: $8,560 / wk loaded (Baseline was $28,000/mo).

2. Clinic Monthly Billing Unblended

$67,170 / mo

Weekly: $16,793 / wk across 222.5 billable hours.

3. Non-Payroll Fixed Costs Fixed Overhead

$13,098 / mo

Rent ($4,434) + QB Loans ($5,980) + CR ($1,104) + SSFCU/IRS.

4. Net Free Cash Surplus Active Surplus

+$19,832 / mo

After all payroll + rent + loans. Debt free in ~6.2 Months!

🛡️

2 BCBAs Revenue Power & CPT Code Overlap Compliance Guard

Payer Guardrails Enforced

Rates and strict anti-overlap billing regulations for TriWest vs. Texas Medicaid.

2 BCBAs Production: +$7,131 – $7,500 / week (+$28,524 – $30,000 / month)

CPT 97151 BCBA Only

Behavior Assessment & Plan

TriWest:$125.00 / hr

TX Medicaid:$100.40 / hr

$25.10 / 15-min unit (TMHP)

CPT 97153 RBT / BCBA

1:1 Direct Adaptive Treatment

TriWest:$70.64 / hr

TX Medicaid:$52.00 / hr

BCBA direct can bill at $125 for TriWest

CPT 97155 BCBA Protocol

Protocol Modification / Direction

TriWest:$125.00 / hr

TX Medicaid:$100.40 / hr

🚫 CANNOT overlap with 97153!

CPT 97156 BCBA Parent

Family / Caregiver Guidance

TriWest:$125.00 / hr

TX Medicaid:$92.04 / hr

✅ Overlap OK with modifier

⚠️ Mandatory Regulatory Billing Guardrails:

🚫 1. Strict 97155 & 97153 Non-Overlap Rule

97155 and 97153 CANNOT OVERLAP under any circumstances.

Protocol modification (97155 by BCBA) and direct 1:1 (97153 by RBT or BCBA) must be scheduled sequentially at distinct non-overlapping times. Simultaneous billing is strictly blocked by CentralReach audit flags.

✅ 2. Medicaid Parent Training (97156) Overlap Rules

Medicaid 97156 CAN overlap with treatment IF billed with the modifier indicating the client is NOT present.

• Parent training session cannot exceed 2.0 hours at a time.
• Total daily direct treatment (97153) + protocol direction (97155) + caregiver guidance (97156) cannot push any child's cumulative billing past 8.0 hours (32 units) in a single treatment day.

🪜

The 4-Stage Operational Recovery Roadmap

Clear benchmarks from survival to long-term profitability.

Execution Steps

Stage 1: Breakeven Immediate

$41,098 / mo

Weekly Run-Rate: $10,275 / wk

Required Hours: 105.0 hrs/wk

Covers active monthly commitments (Payroll, Loans, Rent, Software).

Stage 2: Target Paydown 18-Mo Target

$47,949 / mo

Weekly Run-Rate: $11,987 / wk

Required Hours: 135.5 hrs/wk

Covers all commitments + $6,851/mo steady debt backlog liquidation.

Stage 3: Full Team 5+2 Current Team

$67,170 / mo

Weekly Billing: $16,793 / wk

Required Hours: 222.5 hrs/wk

All 5 RBTs @ 32.5h + 2 BCBAs @ 30h. Slashes debt in ~6 Months!

Stage 4: Debt-Free Growth Scaled

$85,000+ / mo

Weekly Billing: $21,250+ / wk

Required Hours: 280+ hrs/wk

$0 debt, full reserve funds, expansion to second facility / school contracts.

Verified Debt Elimination Priority Waterfall ($123,318 Total)

Priority 1: Outstanding Payroll $78,450

Immediate risk of RBT/BCBA resignation. Settle first via AR cash collections.

Priority 2: Outstanding Rent $8,868

2 months unpaid at 7400 Blanco ($4,434/mo). Landlord notice risk.

Priority 3: QuickBooks Loans $36,000

Active commercial debt. Ongoing $5,980/mo payment maintains current standing.

7 Hours Direct Therapy + 1 Hour Admin: Fluid Modular Stacking

Designed specifically for fluid family schedules (No rigid block scheduling). RBTs accumulate 7 direct hours across customizable session lengths (2h, 2.5h, 3h, 4h) with flexible admin placement.

35h Direct / 5h Admin / 40h Paid

How 7.0 Direct Hours Are Built Without Blocks

Sessions adjust to family drop-offs and school dismissals by stacking flexible session modules:

Stack A (3 Clients): 2.5h + 2.5h + 2.0h = 7.0h Direct

Stack B (Intensive + Flex): 4.0h + 3.0h = 7.0h Direct

Stack C (Staggered Rotation): 3.0h + 2.0h + 2.0h = 7.0h Direct

Flexible 1.0 Paid Admin Hour Deployment

Admin time (session notes, stimulus prep, timesheet locking) does not need to be an isolated block:

Option 1: Two 30-Min Buffers

30 mins at midday shift transition + 30 mins at end of day to lock SOAP notes in CentralReach.

Option 2: 15-Min Session Wrap-ups

15-20 mins immediately after each client handoff for fresh parent debriefs and data locking.

Weekly 40-Hour Pay & Revenue Engine

Direct Billable Target:35.0 hrs/wk

Paid Admin Hours:5.0 hrs/wk

Gross Billing (TriWest @ $70.64):$2,472.40/wk

Employee Wage ($23/h + 10% tax):-$1,012.00/wk

Net Profit per RBT: +$1,460.40/wk

Generates +$6,328/month profit per RBT while giving families the scheduling flexibility they need!

Interactive Fluid Shift Calculator (Test Any Custom Family Combo)

Enter custom session lengths to see if an RBT reaches their 7.0 direct hours and 8.0 paid hours.

Live Hour Accumulator

Session 1 (Family Drop-off): e.g. 9:00 AM - 11:30 AM (2.5h)

Session 2 (Midday / Flex): e.g. 12:30 PM - 3:00 PM (2.5h)

Session 3 (After-School / Flex): e.g. 3:45 PM - 5:45 PM (2.0h)

Paid Admin Time (Notes/Prep): e.g. Split or end-of-day

Direct Billable Accumulator: 7.0 / 7.0 hrs

✔ Target Met (7.0h Direct)

Total Daily Paid: 8.0 Hours

Weekly Gross (TriWest): $2,472.40

Weekly Net Profit: +$1,460.40

Current Clinic Fluid Roster: Custom Family Windows Stacking

Demonstrates how each RBT's 7.0 direct hours are satisfied using family arrival constraints rather than rigid blocks.

No Rigid Blocks

RBT Staff Member	Session 1 (Family Window)	Session 2 (Family Window)	Session 3 / Intake Float	Daily Direct	Admin Split	Weekly Billable	Family Accommodation & Float Strategy
RBT 1 (AdPe Lead)	AdPe: 8:45 AM - 11:45 AM (3.0h)	AdPe: 12:15 PM - 3:15 PM (3.0h)	AdPe Ext or Wrap: (1.0h)	7.0h	30m + 30m	35.0h	Intensive Medicaid client (28.5h rendered). Follows family preschool pickup at 3:15 PM.
RBT 2 (AbPe Lead)	AbPe: 8:45 AM - 11:45 AM (3.0h)	AbPe: 12:15 PM - 3:15 PM (3.0h)	AbPe Ext or Wrap: (1.0h)	7.0h	30m + 30m	35.0h	Intensive Medicaid client (28.5h rendered). Matches twin sibling schedule for family ease.
RBT 3 (OrOr & AnTr)	Float / Morning Toddler Intake (1.5h)	OrOr: 1:00 PM - 4:00 PM (3.0h)	AnTr: 4:15 PM - 6:45 PM (2.5h)	7.0h	15m buffers	35.0h	OrOr drops off after lunch; AnTr arrives immediately after school bus drop-off at 4:10 PM.
RBT 4 (TrAy & AlLl/JeRu)	Morning Toddler Intake Slot (2.0h)	TrAy: 11:30 AM - 2:30 PM (3.0h)	AlLl or JeRu: 3:45 PM - 5:45 PM (2.0h)	7.0h	20m buffers	35.0h	Accommodates TrAy midday nap window and late afternoon school pickups for AlLl / JeRu.
RBT 5 (GiSu Float / Intake)	Intake Slot 1: 9:00-11:30 AM (2.5h)	Intake Slot 2: 12:00-2:00 PM (2.0h)	GiSu: 4:00 PM - 6:30 PM (2.5h)	7.0h	30m + 30m	35.0h	GiSu cannot attend during school hours (8-3:30). Adding 2 daytime toddlers fulfills this RBT!

STXBI Command Center Access

Tab 2: Capacity, Hours & Debt Target ($123,318 Payoff Plan)

Financial Trajectory & Profitability Radar

Survival to Profit Meter

Billed Claims vs. Actual Bank Deposits

Weekly Billable Hours vs. Target

Billable Hours Completed

Total Revenue Generated

Bank Cash vs. Billed Gap

Backlog Payoff Horizon

Current Client Caseload & Weekly Revenue Realization

Monthly Commitments

Debt Elimination Waterfall

Clinic Engine Navigation Shortcuts

Automated Fluid Schedule Optimizer & Compliance Guard

Select an Optimized Schedule Alternative:

Optimized Master Client Schedule (Monday – Friday)

2 BCBAs Revenue Power & CPT Code Overlap Compliance Guard

Interactive Staffing & Scenario Forecaster (What-If Sandbox)

Staff Labor Rates, Unblended Billing & Debt Horizon Engine

Active BCBA Contributions to the Plan (2 Analysts Modeled @ 30.0h Direct)

Interactive Debt Horizon & Position Capacity Modeler

Individual Staff Labor Rates & Position Billing Engine

2 BCBAs Revenue Power & CPT Code Overlap Compliance Guard

The 4-Stage Operational Recovery Roadmap

Verified Debt Elimination Priority Waterfall ($123,318 Total)

7 Hours Direct Therapy + 1 Hour Admin: Fluid Modular Stacking

Interactive Fluid Shift Calculator (Test Any Custom Family Combo)

Current Clinic Fluid Roster: Custom Family Windows Stacking

School-Age vs. Early Intervention Capacity & Dayparting Modeler

EOB Denial & CARC Decoder

Bank Deposit (EFT) vs. Insurance Portal Remittances

Manual Deposit / Remittance Entry

Week-by-Week Operational & Cash Entry Log

Add Weekly Performance Log

CentralReach Developer API Gateway

Current Client Caseload, Rates & Schedule Adjuster

Add / Edit Client Record

Daily Operating SOP

$48k AR Aging Breakdown

Hiring & Capacity Unit Economics (7 Direct / 1 Admin Shift Standard)

San Antonio Referral Pipeline

Operating Overhead & Commercial Debt