How to Build the Core Technology & Cybersecurity Policies Every ABA Business Needs

(Without Overpriced Consultants, Confusing Cookie-Cutter Templates, or Tech Jargon You Don’t Actually Need)

Let’s have a real conversation for a minute.

If you're an ABA founder, or even thinking about becoming one, you’ve probably already bumped into the world of policies and procedures. And honestly?
It can feel like a wall of overwhelm.

Everyone tells you:
“You need policies!”
“You need documentation!”
“You need a compliance program!”

But nobody tells you how to actually create them, or how to make them fit your reality as a small (or growing) ABA practice where the founder is usually doing 14 different jobs before lunch.

And then, right when you're feeling stressed or unsure, here come the vultures:

• Expensive consultants charging $5,000–$25,000 for “policy binders.”
• Template packs priced like luxury handbags.
• Companies whispering, “If you don’t buy OUR templates, you’ll fail an audit and lose everything.”

Let’s say it plainly:
It’s not exactly a scam, but it is a business model built on fear - fear that new ABA founders don’t deserve.

Because here’s the truth:

You absolutely can write (and implement!) strong organizational policies using tools you already have - like ChatGPT, M365, and other tools you’re probably already paying for - IF you know how to guide them and keep yourself in the loop.

That’s exactly why we created the free ABA Founders Program and the eBCBA Blueprint: Foundation Course, so clinician-entrepreneurs can build smart, sustainable systems without draining their startup capital before their first client even walks in the door.

Today, I’m going to walk you through:

• What each policy is (in simple, human language)
• How to write one that fits your ABA practice
• How to implement it so your team actually follows it
• How to enforce it fairly and consistently
• How to turn these policies into real technical guardrails so mistakes and insider risks are minimized
• Why you don’t need $10k consultants to get this right

Let’s dive in.

Why Policies Matter (Even for Small ABA Practices)

Policies aren’t about creating rules to babysit adults.
They’re about protecting your mission, your clients, and your team — especially in a world where cyber criminals and regulators don’t care how big or small your ABA practice is.

A hacker doesn’t stop and say, “Oh, this is just a tiny agency with five staff… I’ll leave them alone.”
And a regulator won’t say, “You’re small, so the rules don’t apply to you.”

Without the right policies and safeguards, a cyber incident can damage — or completely destroy — a small practice just as fast as it can take down a large one.

Good policies help you build the same kind of protection that big organizations use, but in a way that makes sense for your size and resources. They:

✔ Reduce mistakes
✔ Reduce risk
✔ Protect PHI
✔ Make audits easier
✔ Keep your team aligned
✔ Reduce founder decision-fatigue
✔ Help you train faster
✔ Improve quality of care

And even with a small team, you already know how exhausting it is to hold everything in your head.
Clear, simple policies take that weight off your shoulders.
They set you free from that mental load and give your business the structure it needs to stay safe, stable, and scalable.

Why Most Consultants Can’t Actually Help You With These Tech Policies

Here’s something most ABA founders never realize until it’s too late: even the consultants who do understand business operations or clinical systems are usually not technology experts. They may be great at staffing, scheduling, or operations — but ask them about encryption standards, mobile device controls, access management, MFA, secure disposal, or breach response workflows… and you’ll see their eyes glaze over.

It’s not their fault; it’s simply not their field. But it is why so many ABA startups end up paying thousands for policy templates that don’t match real cybersecurity requirements and don’t protect them during an audit or incident. Tech policies require a different level of understanding — and most consultants just aren’t trained for it. That’s exactly why learning how to create your own customized, AI-supported tech policies is not only smarter… it’s safer.

The Secret to Writing Great Policies (Human + AI Together)

ChatGPT can help you create amazing, tailored, crystal-clear policies that fit your business like a glove.

But here’s the key:

AI should not replace your judgment.

It’s a partner.
A tool.
A super-efficient assistant who still needs your direction.

This is called HITL: Human In The Loop.

Because here’s the surprising truth:

➡ Even if you buy expensive templates…
➡ Even if you hire a consultant…

YOU still have to edit and customize them.
No template or consultant learns your business the way you know your business.

So why spend thousands?

Why not use ChatGPT + your expertise + a good system for reviewing and implementing policies…
…and get better results for about $20/month for a ChatGPT subscription that you can also use for everything else, like creating content for your website/social media?

That’s exactly what the eBCBA Blueprint: Foundation course teaches you how to do.

Sign up here for free: https://ebcba.abaimpact.com/ebcba-blueprint-foundation

Policies Mean Nothing Without Technical Guardrails

Writing strong policies is only half the job. The real power comes when you turn those policies into actual technical controls inside your tools, like your Microsoft 365 (M365) environment. Once every team member has an M365 user account you control, and every device is connected and managed, you can set up guardrails that enforce your policies automatically – without having to manually configure it each time.

Because even with the best-written policies, the best training, and the fairest consequences, we’re still dealing with humans. People get tired. People forget. And sometimes, insider threats happen — whether intentional or accidental. Cyber criminals don’t care. Regulators don’t care. And at the end of the day, you, the owner, are responsible for every breach, every lapse, every mistake… every time.

That’s why using M365 to automate access controls, password rules, device protections, encryption, data loss prevention (DLP), remote wipe, and user termination workflows isn’t optional — it’s survival. And if you’re currently using Google Workspace or simply prefer Google, you’ll want to read our breakdown of why M365 is a far better choice for ABA practices – and you’ll see why 99% of the business owners we talk to end up choosing M365 from the start, or migrate from Google Workspace to M365.
Read the full article here: https://ebcba.abaimpact.com/blog/google-workspace-vs-microsoft-365-for-aba

The Core Policies Your ABA Business Needs (and How to Build Each One)

Let’s break these down in simple, friendly language.
For each policy, you’ll get:

1. What the policy is
2. What to include
3. How to implement it
4. How to enforce it 

Acceptable Use Policy (AUP)

This policy explains how staff can use company technology.

Include:

• What is “acceptable” vs. “unacceptable” use
• Rules for internet browsing
• Email use expectations
• Prohibited activities (downloading risky software, accessing PHI on personal devices, etc.)
• Consequences for violations

Implement: Review it during onboarding + annual refreshers.
Enforce: Apply the rules consistently so everyone understands the standard.

M365 Guardrail Example: Enable Microsoft Defender for Endpoint to block risky downloads, malicious websites, and unsafe attachments automatically — even if someone clicks something they shouldn’t.

Access Control Policy

This policy defines who has access to what within your systems.

Include:

• Role-based access
• Least-privilege principles
• How and when access is granted or revoked
• MFA requirements

Implement: Tie access levels to job descriptions.
Enforce: Audit user accounts quarterly.

M365 Guardrail Example: Use Azure AD Security Groups + Role-Based Access Control (RBAC) so users only see the apps, files, and data their role permits. Access is controlled centrally, not manually.

Password Policy

Yes, we all hate passwords. But they matter.

Include:

• Minimum length
• Required complexity
• How often passwords should be updated
• Storage rules (no sticky notes!)
• When MFA is required

Implement: Use a password manager.
Enforce: System-enforced password requirements are best.

M365 Guardrail Example: Use Azure AD Password Protection + MFA enforcement to require strong passwords and block common or easily guessed passwords. You can also force MFA for every login.

Data Confidentiality Policy

This protects client information and staff information.

Include:

• What data is considered confidential
• How it must be stored
• Who can access it
• When it can be shared

Implement: Train staff on real-world examples.
Enforce: Apply consequences fairly and document them.

M365 Guardrail Example: Turn on Microsoft Purview Sensitivity Labels + Data Loss Prevention (DLP) to automatically block or warn users before they email, download, or share PHI outside the organization.

Mobile Device Policy

Phones + PHI = danger without rules.

Include:

• When phones can be used
• PHI protection rules
• Prohibitions on taking photos/videos
• Device security settings

Implement: Make sure staff sign acknowledgment forms.
Enforce: Spot checks + corrective coaching.

M365 Guardrail Example: Use Intune Mobile Device Management (MDM) to require screen locks, encryption, and remote wipe on all mobile devices before they can access company data.

Bring Your Own Device (BYOD) Policy

If staff use personal laptops/phones for work, you need clear boundaries.

Include:

• Required security settings
• What data can/cannot be stored
• Remote wipe rules
• Required apps (like MDM)

Implement: Apply it consistently to all staff.
Enforce: Only allow access once devices meet security standards.

M365 Guardrail Example: Set up App Protection Policies in Intune so PHI stays inside protected apps like Outlook and Teams — and cannot be copied, downloaded, or saved onto personal device storage.

Disaster Recovery Plan

If your systems crash, how do you keep going?

Include:

• What counts as a “disaster”
• Who does what in an emergency
• Data backup schedule
• Steps to restore operations

Implement: Review it twice per year.
Enforce: Run practice drills.

M365 Guardrail Example: Use OneDrive and SharePoint for real-time syncing, which lets you restore files if a local device is lost, stolen, or damaged — but remember, this is not a true backup solution. SharePoint and OneDrive can still lose data due to accidental deletion, ransomware, sync errors, or malicious insiders.

To actually protect your practice, you need a cloud-to-cloud backup tool (like our Cloud Shield service) that automatically backs up your entire M365 environment — emails, Teams files, SharePoint libraries, OneDrive folders, and even metadata — so you have true redundancy and long-term restore options if something goes wrong.

→ Learn more about Cloud Shield and why every ABA practice needs real cloud-to-cloud backup: Cloud Shield: Complete M365 Protection & Cloud-to-Cloud Backup

Breach Incident Response Plan

If PHI is exposed, this plan guides your response.

Include:

• How to recognize a breach
• Who to notify internally
• Steps for containment
• Documentation procedures
• Reporting timelines

Implement: Train staff using simple scenarios.
Enforce: Require immediate reporting of incidents.

M365 Guardrail Example: Enable Microsoft Defender alerts for suspicious login attempts, impossible travel logins, or unusual data access so you can respond immediately.

Business Continuity Plan (BCP)

This answers the question:
“How do we keep operating under unexpected conditions?”

Include:

• Essential services
• Backup locations
• Communication plans
• Staffing strategies

Implement: Test small parts of the plan yearly.
Enforce: Require managers to review their team’s continuity responsibilities.

M365 Guardrail Example: Use Teams + SharePoint as your centralized communication and file hub so operations can continue even if the physical office is unavailable.

Remote Access Policy

Protects PHI when accessing systems outside your office.

Include:

• Approved devices
• VPN requirements
• Public Wi-Fi rules
• Screen privacy

Implement: Provide easy, secure access tools.
Enforce: Restrict logins that violate policy.

M365 Guardrail Example: Enable Conditional Access Policies to block access from insecure networks, require compliant devices, or enforce MFA when accessing PHI remotely.

IT Asset Disposal Policy

When equipment reaches end-of-life, you need safe disposal.

Include:

• Wipe procedures
• Disposal vendors
• Documentation requirements

Implement: Track each device with an asset log.
Enforce: Require sign-off before disposal.

M365 Guardrail Example: Use Intune remote wipe to securely erase PHI from any laptop, tablet, or phone before the device is retired or repurposed.

Security Awareness Policy

Culture matters more than technology.

Include:

• Required trainings
• Phishing awareness
• Annual refresher schedule

Implement: Use short, monthly refreshers.
Enforce: Track completion.

M365 Guardrail Example: Turn on Attack Simulation Training and phishing tests through Microsoft Defender to help staff practice spotting threats in real time.

Microsoft Defender’s Attack Simulation Training is powerful, but it’s also priced for large organizations — not small ABA practices. Instead, you can integrate a third-party Breach Prevention Program directly into your M365 environment. Once a staff member has an M365 user account, these tools automatically deliver phishing simulations, micro-trainings, and ongoing awareness activities without you having to manage anything manually. It gives your team real-world practice spotting threats — at a price point that actually makes sense for small businesses.

3rd-Party Access Policy

If vendors touch your data, this policy protects you.

Include:

• Approved vendor list
• Required agreements (BAA, security questionnaire)
• Permission levels
• Monitoring rules

Implement: Vet vendors before giving access.
Enforce: Revoke access for non-compliance.

M365 Guardrail Example: Use Azure AD Guest Access Controls to tightly limit what external vendors can see or do — and automatically revoke access after a set time.

Removable Media Policy

USB drives are a huge risk.

Include:

• When removable media can be used
• Encryption requirements
• PHI restrictions

Implement: Disable USB ports where possible.
Enforce: Review logs and coach staff.

M365 Guardrail Example: Use Intune Device Control to block USB storage devices or require that only encrypted, approved drives can connect.

User Termination Policy

You need a clear, fast process for removing access.

Include:

• Steps for disabling accounts
• Return of equipment
• Final access audits

Implement: HR + IT follow the checklist every time.
Enforce: No exceptions.

M365 Guardrail Example: Set up Automated Offboarding through Azure AD so accounts, email, and system access are disabled instantly when an employee leaves.

Clean Desk Policy

Simple but important.

Include:

• No PHI left out
• Secure storage rules
• Daily cleanup

Implement: Quick daily checks by supervisors.
Enforce: Friendly reminders + documented coaching.

Work-From-Home Policy

WFH is common but needs guardrails.

Include:

• Workspace expectations
• Privacy requirements
• Device security rules
• Availability guidelines

Implement: Provide a WFH setup checklist.
Enforce: Review compliance quarterly.

M365 Guardrail Example: Require Intune device compliance (encrypted hard drive, firewall enabled, antivirus on, OS up to date) before a remote device can access company data.

Why You Don’t Need Expensive Consultants Anymore

Let’s call it out with love:

A lot of ABA founders buy $800–$10,000 template packs because they’re scared.

They think:
“I don’t know how to do this.”
“I don’t want to get in trouble.”
“I don’t want to fail an audit.”

But here’s what they’re not told:

➡ Templates still require customization.
➡ Consultants still need your input.
➡ You still have to review and refine everything.

So, the idea that you’re “buying your way out of the work” is simply not true.

The days of overpriced policy packages are OVER.

And honestly?
They needed to end.

You deserve empowerment, not fear-driven upsells.
Your money should go toward care, culture, hiring, and sustainability - not bloated compliance products.

Imagine This Instead…

You set up an AI Executive Assistant (in ChatGPT) that:

✔ Knows everything about your business
✔ Writes policies that actually match what you do
✔ Adjusts tone, complexity, and formatting
✔ Creates onboarding guides and training materials
✔ Helps you maintain policies over time
✔ Costs $20/month instead of whatever the going rate for templates and consulting is these days…

And you stay the Human In The Loop - the leader, the guide, the final decision maker.

That’s power.
That’s ownership.
That’s the heart of the eBCBA (clinician-entrepreneur) revolution.

🌱 Your Next Step: Join the Free ABA Founders Program

If you want to:

✔ Build real systems
✔ Make better decisions
✔ Reduce overwhelm
✔ Create policies with AI (the right way)
✔ Stop wasting money on overpriced consultants
✔ Step into leadership with confidence

Then join us.

Inside the Free ABA Founders Program, you’ll get:

• The eBCBA Blueprint: Foundation Course
• Weekly Founders Calls
• Your AI Executive Assistant setup guide
• Templates, scripts, and starter systems
• A supportive community of clinician-entrepreneurs

We don’t believe in gatekeeping.
We believe in equipping.

Your clients deserve a founder who isn’t drowning.
Your mission deserves a business that supports you.
And you deserve tools that help you build that business without breaking the bank.

Ready to take your power back?

Join the Free ABA Founders Program and start building your policies.

Start the eBCBA Blueprint: Foundation course - https://ebcba.abaimpact.com/ebcba-blueprint-foundation

You can do this.
You don’t need to spend thousands.
You just need the right guidance and the right partners in your corner.

Let’s build your foundation together.