The 5 Core Struggles of Remote Work in ABA (And the Systems That Actually Fix Them)

You open your laptop at 7:00 a.m.

Your RBT is already in a home session across town.
Your BCBA is logging into telehealth supervision from her kitchen.
Your biller is remote in another state.
Your HR contractor works part-time and prefers email only.

And somehow… you’re supposed to make this all feel like one cohesive organization.

If you run an ABA practice in 2026, remote work isn’t optional. It’s normal.

In-home RBTs.
Hybrid BCBAs.
Telehealth supervision.
Remote billers.
Virtual intake coordinators.

But no one really teaches us how to build the invisible systems that make remote work safe, compliant, and human.

So, what happens?

• Communication breaks down.
• Staff feel isolated.
• Parents feel confused.
• Documentation gets messy.
• Tech decisions feel overwhelming.
• And you, the founder, become the human glue holding everything together.

Let’s talk about the real struggles of remote work in ABA.

And more importantly, let’s talk about solutions that don’t require a $20,000 consultant.

 

The Myth: “Remote Work Is Just a Staffing Problem”

When something feels off in a remote team, we often assume:

• “We just need better people.”
• “We need more supervision.”
• “They need more accountability.”
• “They need to try harder.”

But most remote breakdowns are not character problems.

They are system problems.

Remote work removes friction, but it also removes structure.

In a clinic, culture happens by accident.
In remote work, culture must be built on purpose.

 

The 5 Core Struggles of Remote ABA Teams

Let’s break this down into the real friction points.

1. Communication Chaos

You’ve probably seen this:

• Text threads with PHI (yikes).
• Emails buried in inboxes.
• BCBAs messaging RBTs on personal phones.
• Parents texting staff directly.
• Billing questions lost in Slack, Teams, or random group chats.

When communication tools aren’t clear, people default to convenience.

And convenience often conflicts with compliance.

 

2. Tech Fragmentation

Here’s a common setup:

• Google Drive for some documents.
• Personal Gmail accounts floating around.
• A practice management system.
• Zoom for some meetings.
• Tablets in the field with inconsistent settings.
• Staff downloading things to personal laptops.

It feels manageable… until:

• A laptop gets stolen.
• A BT quits and still has access.
• A parent asks for records, and you can’t find the latest version.
• You realize no one signed a BAA with a vendor.

Remote work magnifies weak tech foundations.

 

3. Isolation & Culture Drift

RBTs working alone in homes can feel:

• Disconnected.
• Under-supported.
• Invisible.
• Burned out.

Remote BCBAs may:

• Miss peer collaboration.
• Struggle with consistent feedback loops.
• Feel like contractors instead of team members.

Culture doesn’t disappear in remote work.

It just becomes invisible.

 

4. Blurry Boundaries With Parents

When services are in-home, lines blur.

Parents may:

• Text at 9:30 p.m.
• Ask for schedule changes directly.
• Share sensitive information via unsecure channels.
• Loop staff into family conflicts.

Without structure, your staff absorb the emotional weight.

And you absorb the liability.

 

5. Compliance Anxiety

Remote work introduces real questions:

• Are devices secure?
• Are staff trained on privacy expectations?
• Do we have written tech policies?
• Who monitors access?
• What happens if there’s a breach?

Let’s be clear:

This article is educational, not legal advice.

But if you touch PHI (and you all do) your remote structure must align with HIPAA/HITECH expectations around privacy and security.

And that doesn’t mean fear.

It means systems.

 

Reframe: Remote Work Is a Systems Test

Remote work exposes whether you have:

• Good policies
• Clear tech standards
• Defined communication channels
• Documented expectations
• A compliance lead
• Regular training
• Monitoring systems

If things feel chaotic, it’s not because remote work is bad.

It’s because remote work is revealing where systems don’t exist yet.

That’s good news.

Because systems can be built.

 

The Practical Solutions (That Small ABA Practices Can Actually Implement)

Let’s get concrete.

1. Standardize Your Communication Stack

Pick one primary internal communication tool.

Many ABA practices choose either:

• Google Workspace (Gmail, Drive, Meet, Chat)
• Microsoft 365 (Outlook, OneDrive, Teams)

Both can be configured in HIPAA-aligned ways if:

• You sign a BAA.
• You configure admin controls properly.
• You train staff on usage expectations.

This problem isn’t about Google vs Microsoft… but we do strongly recommend M365 for ABA agencies for several reasons you can read about here: https://ebcba.abaimpact.com/blog/google-workspace-vs-microsoft-365-for-aba

The problem is:
Using either one randomly without structure.

Choose one ecosystem.

Then define:

• Internal messaging = [Your chosen platform]
• Parent communication = Secure portal or approved channel
• No PHI via personal text
• No personal email accounts

Write it down.

Train on it.

Enforce it consistently.

That connects directly to:

• Written policies
• Training & education
• Monitoring

 

2. Secure Field Devices

If your RBTs use tablets in homes, ask:

• Are they organization-owned?
• Are they password protected?
• Is remote wipe enabled?
• Are downloads restricted?
• Are updates automatic?

You don’t need enterprise-level IT.

But you do need:

• A device policy.
• A checklist before issuing equipment.
• A termination checklist when staff leave.

That supports:

• Safeguards under the Security Rule (educational framing)
• Monitoring and corrective action

And again — educational, not legal advice.

But common sense risk reduction.

Learn why Apple iPads with Apple Care is the most cost effective option for ABA providers: https://ebcba.abaimpact.com/blog/apple-ipads-for-aba

 

3. Define Clear Parent Communication Boundaries

This is about protecting your staff.

Create a simple written guideline:

• Business hours for communication
• Approved channels
• Emergency protocol
• No texting staff personal phones
• Response time expectations

Then teach your staff how to redirect parents kindly:

“I want to make sure your information stays secure. Can you please send that through the portal?”

Boundaries protect relationships.

 

4. Appoint a Real Compliance Lead (Even If It’s You)

Small practices often skip this.

But someone must:

• Oversee tech decisions
• Track BAAs
• Monitor access permissions
• Coordinate training
• Log incidents

This doesn’t require a department.

It requires ownership… designated compliance oversight.

Even if you’re a 5-person team.

 

5. Build Remote Culture Intentionally

Remote culture doesn’t happen accidentally.

Try:

• Weekly team huddles (camera optional, psychologically safe)
• Monthly case consult roundtables
• Recognition rituals
• Clear onboarding pathways
• Mentorship pairing

And most importantly:

Clear expectations in writing.

Remote employees thrive when:
Structure replaces guesswork.

 

The AI + Human-In-The-Loop Advantage

Let’s address something real.

You could hire:

• A compliance consultant.
• An IT vendor.
• A policy template company.

Some are great.

Some are overpriced.

Most still require you to customize everything anyway.

This is where AI used responsibly becomes powerful.

You can use ChatGPT as:

• A first draft policy assistant.
• A device checklist builder.
• A parent communication script creator.
• A training outline generator.

But here’s the non-negotiable:

Human-In-The-Loop.

AI drafts.
You review.
You customize.
You consult professionals when needed.
You document decisions.

That’s true whether you use AI or a $10,000 template.

The difference?

Cost and flexibility.

AI lowers barriers.

It does not remove responsibility.

 

A Simple Framework for Remote-Ready ABA Practices

If you want to stabilize remote operations, focus on these 6 pillars:

1. One Tech Ecosystem

(Google or preferably Microsoft — configured properly.)

2. Written Device Policy

(iPads, laptops, phones.)

3. Communication Standards

(Internal + parent-facing.)

4. Role-Based Access Controls

(Who sees what? When? Why?)

5. Quarterly Mini Risk Review

(What changed? New vendors? New staff?)

6. Culture Cadence

(How often does the team connect intentionally?)

This doesn’t require perfection.

It requires intention.

 

What This Means for Founder Burnout

Here’s the deeper truth.

Remote chaos doesn’t just create compliance risk.

It creates founder exhaustion.

When you are:

• The IT person.
• The culture carrier.
• The compliance officer.
• The emotional regulator.
• The tech support desk.

You burn out.

Systems remove you from the center.

And that is leadership maturity.

 

You Don’t Need Fear. You Need Structure.

HIPAA gets weaponized in our industry.

Consultants sell fear.
Vendors sell panic.
Templates sell “audit-proof” promises.

Let’s be grounded.

No system guarantees audit outcomes.

No template guarantees protection.

What reduces risk?

• Written policies.
• Training.
• Oversight.
• Monitoring.
• Corrective action.
• Documented decision-making.

That’s the 7 Elements in action.

Not paranoia.

Process.

 

Remote Work Is Here to Stay

In-home ABA isn’t going away.

Telehealth isn’t going away.

Remote billing and HR aren’t going away.

The question isn’t:

“Should we allow remote?”

The question is:

“Have we built systems that support it?”

When you build intentionally, remote work becomes:

• Flexible.
• Scalable.
• Staff-friendly.
• Family-centered.
• Cost-efficient.

And compliant in a practical, risk-aware way.

 

You Are Capable of This

You are not “just a clinician.”

You are a systems builder.

You are a culture architect.

You are a leader shaping ethical, human-centered care.

Remote work does not require:

• A corporate IT department.
• A $50k compliance contract.
• Fear-based decision making.

It requires clarity.

And you can build that.

Step by step.

With support.

With community.

With AI as an assistant rather than a replacement for your judgment.

 

Ready to Strengthen Your Remote Systems?

If this article made you realize:

• “We need structure.”
• “Our tech is messy.”
• “Our communication is unclear.”
• “I’m holding too much in my head.”

You’re not behind.

You’re growing.

Inside the ABA Founders Program, we help clinician-entrepreneurs build the Core Systems that stabilize remote and hybrid practices.

In the eBCBA Blueprint: Foundation course, we show you how to set up your AI executive assistant — with Human-In-The-Loop guardrails — so you can draft policies, clarify systems, and reduce consultant dependency.

You can join the ABA Founders Program here for free: https://ebcba.abaimpact.com/ebcba-blueprint-foundation

Remote work doesn’t have to feel isolating.

Not for your team.

And not for you.

Let’s build it right.