Call-offs and coverage for care agencies
A therapist calls off at 6:52am. Baa already found a sub.
Baackup runs your agency's scheduling line. When someone calls off or runs late, Baa texts the staff who can cover, books the first one who says yes, and keeps your schedule up to date.
Staff just text. No app to download.
Maya's phone
- Your EMR Imports your schedule exports
- Your payroll company Hours file it can import
- Spreadsheets Excel or CSV
- Any phone that can text No app for staff to download
Before and after
Same morning. Very different start.
The old way
- ✕A 6am call-offYou call down a list of staff while the session start gets closer.
- ✕SupervisionsBooked one back-and-forth at a time, and some slip to next month.
- ✕AuthorizationsHours tracked in a spreadsheet, and overruns found after the fact.
- ✕PayrollChecked line by line against the EMR, all afternoon.
With Baackup
- ✓A 6am call-offBaa texts the staff who fit and books the first yes, often before you're up.
- ✓SupervisionsA BCBA or BC-ABA texts once, Baa finds times, and each BHT confirms.
- ✓AuthorizationsHours counted by billing code, with a heads-up before anyone runs over.
- ✓PayrollYour hours file is ready for your payroll company, with every change listed to check.
See it in action
The work that eats your day, handled.
Watch Baa cover a call-off, book supervisions, track authorizations and prep payroll. All names are made up.
Before the office opens
While you're counting sheep, Baa's got your baack.
Staff text Baa, not you. Whether it's 11pm or 5am, Baa takes it from there.
Features
Everything Baa takes off your plate.
Every gap in the schedule, handled by text.
- Call-offsBaa texts the staff who fit, and the first yes gets the session.
- Running late or leaving earlyBaa covers the gap when it's long enough to matter.
- Family cancellationsThe session comes off the schedule, and that staff member is offered another one.
- Time off aheadStaff text ahead, and Baa starts covering that day right away.
- School noticesThe school, and the teacher if you add one, gets an email saying who's coming, with clearances attached.
Maya's phone
I'll be out Monday, doctor appointment
Got it, Maya. I'll start finding coverage for Monday's sessions now. Feel better!
Update: Zoe S. is covering your 8am with G.F. on Monday. You're all set.
The nudges your office used to send by hand.
- Session notesOpen notes come numbered, and staff reply with the ones they finished.
- Completing sessionsA text after each session to complete it in your EMR the same day.
- Night-before scheduleA reminder to schedule tomorrow's sessions.
- TimesheetsA reminder the morning they're due.
- Schedules by textStaff ask what they have tomorrow. No app, no login.
Zoe's phone
Hi Zoe, these session notes are still open: 1) G.F. (Mon 10/12, 3–5pm) 2) K.L. (Tue 10/13, 9–11am). Reply DONE and the numbers you finished.
done 1
Thanks, Zoe! Marked 1 (G.F. Mon 10/12) done. Still open: 2) K.L.
A month of supervision, booked and documented.
- Booked in one textA BCBA or BC-ABA texts once, and Baa finds times after each BHT's last session.
- Group supervisionInvites with your meeting link, and reminders the day before.
- Forms signedBaa reminds everyone to sign the supervision form and tracks who did.
- Ready for auditsEach staff member's monthly history, in one download.
Dana's phone · BCBA
Schedule my supervisions for the month
Here's a supervision plan for October (60 min each, after their last session where possible): Zoe Tue 10/14 4:15pm; Luis Wed 10/15 3:30pm; Ana Thu 10/16 5pm. Reply YES and I'll ask each of them to confirm.
YES
Sent to 3 BHTs. I'll text you as each one confirms.
Deadlines and limits, tracked before they become problems.
- AuthorizationsHours counted by billing code, with a heads-up before a client runs over.
- Treatment plans6-month plans and reauthorizations tracked from the last parent signature.
- ClearancesRenewal reminders, and Baa never offers a session to someone who isn't cleared.
- Annual trainingReminders before each person's own due date.
Dana's phone · BCBA
How many hours does A.W. have left?
Hi Dana, here's where that authorization stands: A.W. 97153 BHT: 38 hrs left (82 of 120 used). Ends Dec 31.
Less paperwork for the people running the agency.
- Payroll prepYour EMR's payroll summary becomes your payroll company's hours file, with every change listed.
- Eligibility remindersOn the 1st and 15th, for whoever you assign.
- Monday summaryLast week at a glance, in your inbox.
- Your rulesWho gets asked first, how long Baa waits, and whether a sub can go into overtime.
- Logins by roleOwner, clinical director and scheduler, each seeing only what they need.
Payroll · Oct 1–15
Download hours file
Built inside an agency that needed it.
Baackup started in a family-run ABA agency in Lancaster, Pennsylvania. Every feature began as a real problem in our own office: the 6am call-off, the supervisions nobody had time to schedule, the reauthorizations that almost slipped, and the payroll that took all afternoon to double-check.
It's built for ABA agencies, and designed to grow into any agency that sends staff into homes, schools and the community, like home health, speech, OT and PT. We're also working toward connecting directly to EMRs like CentralReach, so schedule changes are updated automatically.
Privacy and security
Built for HIPAA from day one.
Client initials only
Full client names become initials when you import them and are never stored. Texts use initials too.
We sign a BAA
Every agency signs a Business Associate Agreement with us before any real data goes in.
HIPAA-eligible hosting
Runs on Amazon Web Services' HIPAA-eligible services, covered by AWS's Business Associate Addendum. Data is encrypted and kept separate for each agency.
Access by role
Two-step sign-in is on by default, and each person only sees what they need. Revenue stays with the owner. Sign-ins and changes are recorded.
Staff opt in to texts
Staff agree to scheduling texts, and anyone can reply STOP at any time.
Your data stays yours
We never sell your agency's data or use it for marketing. It's used only to run your scheduling.
Questions
Questions agency owners ask.
Does Baackup replace CentralReach or our EMR?
No. Baackup works alongside your EMR. It brings in your staff, clients and schedule from your EMR's spreadsheet exports (CentralReach exports work out of the box), handles the texting, and tracks every change. Today, Baa gives your office a short checklist of exactly what to update in your EMR. Connecting directly to EMRs, so schedule changes are updated automatically, is on our roadmap.
Is Baackup only for ABA?
It's built for ABA today, with ABA billing codes, BCBA and BC-ABA supervision and treatment plan tracking built in. The call-off, coverage and reminder features fit any agency that sends staff into homes, schools and the community, so if you run a home health, speech, OT or PT agency, we'd love to talk.
Do our staff need to download an app?
No. Staff text one number, the same way they'd text your office today.
What if Baa doesn't understand a text?
He passes the message to your office instead of guessing, and lets the staff member know someone will follow up.
What happens if nobody can cover?
Baa tells your office the session still needs coverage and shows who was asked, who was skipped and why, so you can decide what to tell the family.
Can it text people into overtime?
Only if you allow it. You can block it, allow it, or have Baa ask you first.
Does Baackup run payroll?
No. It prepares the hours file for your payroll company, like Gusto, from your EMR's payroll summary. You review it and import it, and your payroll company handles pay, taxes and filings as it does today.
Does Baackup collect parent signatures?
Not yet. It tracks when each treatment plan needs the parent's signature and when it's due to the funder, and reminds your team. Signatures are still collected the way you collect them today.
How long does it take to get started?
Your dashboard can be ready within days. The texting line needs to be registered with the phone carriers under your agency's name, which usually takes a few weeks. We handle that for you, and your office can start using the dashboard in the meantime.
How much does it cost?
Pricing is a flat monthly fee based on your agency's size, with a one-time setup fee. Our first 5 agencies get founding pricing for their first year, starting at $249 a month (regularly starting at $399). Book a demo and we'll give you your agency's exact price.
Book a demo
See Baa handle a real morning.
Tell us about your agency and we'll email you within one business day to pick a time. The demo takes about 20 minutes and uses made-up data.
- Watch a call-off get covered by text
- See the dashboard for each role
- Ask us anything
Founding pricing: from $249/month for our first 5 agencies (regularly from $399). Book a demo for your agency's price.
HIPAA-ready. We sign a Business Associate Agreement before any real data goes in.