Recruiting BCBAs & RBTs: A Step-by-Step Hiring System for ABA Clinics
Finding and keeping great staff is one of the hardest parts of running an ABA clinic. If you’re a clinic owner, clinical director, or hiring manager, you already know the pressure. Open positions mean families waiting for services. High turnover means constant training cycles. And competition for qualified BCBAs and RBTs keeps growing.
This guide gives you a complete, clinic-ready hiring system. You’ll find copy-paste job post templates, a 15-minute screening script, 30/60/90 onboarding plans, and a hiring dashboard to track your progress. Every section includes ethics reminders—because hiring in ABA requires more than speed. It requires compliance with licensure, supervision rules, and professional standards.
Before we dive in, let’s define the two roles. A BCBA is a master’s-level clinician who designs treatment plans, supervises direct care staff, and holds clinical responsibility for client outcomes. An RBT is an entry-level technician who implements those treatment plans under BCBA supervision. This supervision relationship matters for hiring because you cannot bring on RBTs without a supervision plan in place.
The guide is organized in clear sections. Start with the one-page snapshot if you need to hire today. Then move through job posts, sourcing, screening, interviewing, onboarding, retention, and metrics. Each section stands alone, so you can jump to what you need.
Quick Hiring System Overview: One-Page Snapshot
A good hiring system fits on one page. That means your team can follow it without digging through binders or long documents. The goal is to make hiring repeatable—not dependent on any single person’s memory.
Think of your hiring funnel in five stages. Each has an owner, a time target, and a key metric. When you assign ownership and set targets, hiring becomes predictable. When you track metrics, you spot problems early.
One-Page Visual: Hiring Funnel
Stage 1: Attract. Post the job and bring candidates into your pipeline. The owner is usually your recruiter or marketing lead. Get the post live within 48 hours of approval. Track applications per posting and source mix.
Stage 2: Screen. Your recruiter or clinical lead owns this step. Complete initial screens within three business days. Track screen-to-interview conversion rate.
Stage 3: Interview. The hiring manager or a BCBA typically owns this step. Schedule interviews within seven days of the screen. Measure interview-to-offer rate and average interview scores.
Stage 4: Offer and Onboard. HR handles the offer; the clinical supervisor manages day-one readiness. Send offers within three business days of the final interview. Track time-to-fill, offer acceptance rate, and 90-day retention.
Stage 5: Retain. People operations and the clinical lead share ownership. This is ongoing, with 90-day reviews and quarterly check-ins. Track voluntary turnover and stay interview outcomes.
Before you hire anyone, verify credentials and licensure. Do not allow unsupervised clinical work until required checks and supervision agreements are complete. This is both an ethical and legal requirement.
Job Descriptions and Posting Templates for BCBA and RBT Roles
Your job post is often the first impression a candidate gets of your clinic. A clear, honest posting attracts the right people and sets expectations from the start. A vague or overpromising post wastes everyone’s time.
Define the role in plain language at the top. Candidates scrolling through dozens of listings need to know in seconds whether this job fits. Include required qualifications, supervision expectations, and key responsibilities. Add a short accessibility and DEI statement to encourage diverse applicants.
One important rule: do not promise clinical outcomes in your job post. Phrases like “guarantee client progress” cross an ethical line. You can describe your approach and commitment to quality, but outcomes depend on many factors beyond the hire.
BCBA Job-Post Sections
A strong BCBA job post starts with a two- or three-line role summary explaining that the BCBA will design, supervise, and oversee ABA services. Next, list must-have qualifications: active BCBA certification, state license if required, and experience supervising RBTs and trainees.
Add a section on supervision expectations and schedule. Be specific about caseload size, supervision ratios, and documentation requirements. If your clinic uses a specific data platform, mention it so candidates can self-select. Include compensation range and benefits, but have HR or legal review this section for compliance with local pay transparency laws.
The draft template below is a starting point. Adapt it to your state’s requirements and have your HR or legal team review before posting.
BCBA Job Post Draft Template: Job Title: Board Certified Behavior Analyst (BCBA). Location: Your city and state. Employment type: Full-time or part-time. Reports to: Clinical Director. Job summary: Seeking a licensed BCBA to design, supervise, and oversee ABA services. The BCBA will develop assessments, design Behavior Intervention Plans, supervise RBTs and trainees, and ensure clinical and documentation quality across caseload. Key responsibilities include conducting assessments such as VB-MAPP or ABLLS-R, developing individualized treatment plans, providing supervision and competency assessment for RBTs and trainees, executing supervision contracts and fieldwork verification, reviewing and signing clinical documentation, and overseeing data-driven program adjustments. Required qualifications include active BCBA certification and state license if required, experience supervising RBTs and trainees, and willingness to complete background checks. Benefits and compensation should list your salary range, professional development support, and supervision training stipend.
RBT Job-Post Sections
RBT posts should clearly describe the training and certification path. Many candidates are early in their careers and want to know how your clinic supports growth. Include typical shift patterns and case mix so candidates can picture daily work. Mention mentorship and performance checkpoints—this signals that you invest in your staff.
RBT Job Post Template: Job Title: Registered Behavior Technician (RBT). Location: Your city and state. Employment type: Full-time or part-time. Reports to: BCBA. Job summary: We are seeking a compassionate and dedicated RBT to provide one-on-one behavioral intervention for individuals with autism under BCBA supervision. You will implement individualized Behavior Intervention Plans that teach communication, social, and daily living skills while reducing challenging behaviors. Key responsibilities include executing BIPs with precision and fidelity in home, school, or clinic settings, collecting and recording objective session data, teaching skill acquisition programs, following approved crisis and de-escalation protocols, and maintaining professional boundaries per the BACB Ethics Code. Required qualifications include current and active RBT certification from the BACB, a high school diploma or equivalent with a bachelor’s preferred, the ability to perform physical requirements and pass background clearances, and reliable transportation. Benefits and compensation should list your hourly range, paid drive time and mileage where applicable, supervision hours for BCBA-track staff, and health and dental benefits for full-time employees.
Adapt pay and benefits to your local market. Templates are starting points and require legal and HR review.
Sourcing Channels and Outreach Tactics
Posting on one job board and waiting is not a sourcing strategy. The best clinics use multiple channels and track which ones bring qualified candidates.
Professional networks and associations are a strong starting point. Local ABAI chapters, state BCBA groups, and ABA-focused LinkedIn communities often have job boards or discussion threads. University partnerships are especially valuable for building a long-term pipeline. Reach out to fieldwork coordinators at behavior analysis programs to discuss practicum placements or recruitment partnerships.
General job boards like Indeed and ZipRecruiter still work, especially for RBT roles where candidates may not yet be active in professional communities. Specialized ABA job boards exist and can be worth testing. Social media, including LinkedIn and Facebook groups for BCBAs and RBTs, can surface passive candidates who are not actively job searching.
Paid targeted ads can boost application volume when you need to fill roles fast. Employee referral programs are often underused. A modest referral bonus signals to your team that you value their networks.
Channel Comparison and Sample Outreach Scripts
When deciding which channel to use, consider the role and urgency. For a senior BCBA hire, professional networks and university relationships often yield higher-quality fits than general job boards. For entry-level RBT positions with immediate openings, paid job board posts and referral programs may fill seats faster.
Outreach messages should be short, respectful, and clear. A LinkedIn message to a passive BCBA candidate might say: “Hi [Name], I’m the clinical director at [Clinic]. We’re growing our team and looking for BCBAs who value collaborative supervision and sustainable caseloads. If you’re open to a conversation, I’d love to share more. No pressure either way.”
An email to a university fieldwork coordinator might say: “Dear [Coordinator Name], I’m reaching out from [Clinic] to explore partnership opportunities. We offer practicum placements with experienced supervisors and are happy to discuss how we can support your students. Would you have time for a brief call this month?”
Always respect candidate privacy when using direct outreach. Do not share their information internally until they express interest. Store outreach records securely and delete them per your data retention policy.
Screening and Interview Process: 15-Minute Screen Plus Interview Rubrics
A fast, repeatable screening process saves time and reduces bad hires. The goal is to confirm basics and values fit early, before you invest hours in interviews with candidates who are not a match.
15-Minute Screening Checklist
The 15-minute screening call covers five areas.
Start with a two-minute introduction. Greet the candidate and share a quick hook about your agency.
Spend about four minutes on core qualifications. Ask if they are currently certified, what draws them to ABA, and for a brief overview of their experience.
Next, spend four minutes on logistics: availability, physical requirements, and transportation.
Move into behavior and scenarios for about three minutes. Ask for a 60-second example of how they handled a stressful situation and how they receive feedback.
End with a two-minute wrap-up. Confirm compensation alignment, invite candidate questions, and outline next steps.
Look for clear communication, genuine interest in day-to-day work rather than only pay, and punctuality. These are early signals of reliability and fit.
Interview Rubric Examples
Structured interview rubrics reduce bias and help interviewers evaluate candidates consistently. Each rubric should list competency domains, a scoring scale with anchors, and space for notes.
For BCBA candidates, key domains include clinical reasoning, supervision approach, and collaboration. A clinical reasoning question might be: “Walk me through how you would approach a client whose problem behavior has not responded to the current intervention.” A supervision question could be: “Describe how you balance corrective feedback with encouragement when supervising a new RBT.”
For RBT candidates, focus on reliability, learning agility, and client interaction. A reliability question might be: “Tell me about a time you had a conflict between personal commitments and work. How did you handle it?” A learning agility question could be: “Describe a skill you learned quickly on the job. What helped you pick it up?”
Score each domain on a one-to-five scale with clear anchors. Calibrate with your interview team by reviewing example responses together before interviews begin. Avoid illegal or harmful questions, and honor accommodation requests. Consult HR or legal if you are unsure what questions are off-limits in your state.
Onboarding and First 90 Days: Training Plan for RBTs and BCBA Supervisor Intro
Good onboarding builds skill and confidence while protecting client safety. A well-designed 30/60/90 plan gives new hires clear milestones and gives supervisors structured checkpoints.
Day-one essentials apply to all roles: complete HR paperwork and credential verification, ensure HIPAA and privacy training are completed, set up system access, orient the new hire to clinic policies and emergency protocols, and assign a mentor with first-week check-ins scheduled.
RBT 90-Day Training Plan Sample
Days 1–30: Foundation and Observation. The new RBT completes required trainings, learns data systems, shadows BCBAs and senior RBTs, builds rapport with assigned clients, and begins running paired, simple skill programs.
Days 31–60: Integration and Practice. The RBT leads parts of sessions with the supervisor present, runs basic programs independently, maintains 100 percent data integrity, and attends weekly one-on-one check-ins for goal setting.
Days 61–90: Autonomy and Mastery. The RBT takes full session ownership, engages in proactive problem-solving, communicates session highlights to parents within appropriate bounds, and completes a formal 90-day performance review.
BCBA Supervisor Intro Plan
New BCBAs require a different onboarding path. Start with administrative checks: verify the BCBA credential, state license, background clearances, NPI, and liability insurance. Clinical checks include executing supervision contracts, receiving caseload summaries and BIPs, and gaining admin access to clinical platforms.
Assign a senior BCBA mentor. Schedule frequent check-ins during the first 90 days and establish monthly fieldwork verification tracking. Supervision agreements must be documented clearly and meet current BACB requirements.
Retention Levers and Career Pathways
Recruiting is expensive. Retention is cheaper and more effective. Industry studies suggest turnover for direct-care providers ranges from 28 to 47 percent. Many clinics replace a quarter to half their frontline staff every year. The cost in training, service disruption, and morale is enormous.
Retention is system work, not a perk problem. The levers that matter most are manageable caseloads, predictable schedules, and real feedback loops. Staff leave when they feel overloaded, unheard, or stuck.
Career Ladder Examples
Clear career ladders keep ambitious people engaged. For RBTs, a typical path might look like RBT to Senior RBT to Lead Technician to BCBA-track support. The BCBA-track stage could include tuition reimbursement or supervision stipends for staff pursuing their master’s degree and certification.
For BCBAs, growth might move from staff BCBA to clinical lead to program director to clinical trainer. Each step should have defined competencies and a clear process for advancement.
An important ethics note: career pathways must not push clinical roles onto unqualified staff. Promotions should match demonstrated competency and licensure requirements.
Practical Retention Checklist
Monthly one-on-ones give staff a reliable space to share concerns and set goals. Quarterly caseload reviews help you catch overload before it causes burnout. Stay interviews—where you ask current staff why they stay and what might make them leave—surface issues before they become resignations.
Recognition programs do not need to be expensive. Meaningful acknowledgment, protected planning time, and flex scheduling can matter more than bonuses. Supervisor development is often overlooked but critical. Staff leave managers, not organizations. Invest in leadership training for your clinical leads.
Recruiting Metrics and Dashboard: What to Track
If you do not measure your hiring work, you cannot improve it. A simple dashboard helps you spot bottlenecks, compare sources, and show leadership where investment is needed.
Sample Dashboard Fields
Your dashboard should track requisition ID, role, location, source, date posted, screened count, interviewed count, offers extended, offers accepted, time-to-fill, time-to-hire, current pipeline stage, hiring owner, and notes.
Core metrics:
- Time-to-fill measures calendar days from job posting to offer acceptance
- Offer acceptance rate is accepted offers divided by total offers extended
- Time-to-hire measures days from a candidate entering the pipeline to acceptance
- Screen-to-interview conversion shows the percentage of screened candidates who progress to interview
- Interview-to-offer rate shows the percentage of interviewed candidates who receive offers
- Ninety-day new hire retention tracks the percent of hires still employed after 90 days
Industry averages for time-to-fill vary widely, often landing between 36 and 54 days across sectors. Set your own internal targets based on your market and role.
Monthly Hiring Review Agenda
Run a monthly hiring review with your recruiting team and hiring managers. Discuss open roles, pipeline status, bottlenecks, source performance, and upcoming needs. Assign action items and track progress month over month.
Keep candidate data private. Define a retention schedule, limit access to the recruiting team, and delete records per policy. Consult HR or legal if candidate records intersect with HIPAA-protected client information.
Templates and Downloadable Toolkit
A hiring system works best when your team can grab what they need and go. This section gathers all the copy-paste assets so you can implement quickly.
Included assets:
- RBT job posting template
- BCBA job posting draft template (requires HR and legal review)
- 15-minute screening call script
- RBT 30/60/90 onboarding plan
- BCBA supervisor onboarding checklist
- Hiring dashboard field list and core metric definitions
- One-page hiring funnel snapshot
How to Use the Toolkit Fast
Start with the one-page snapshot to align your team on funnel stages and owners. Pick the job-post template that matches your open role, customize pay and benefits, and post within 48 hours. Use the screening script for every candidate to keep evaluations consistent. Track all candidates in your dashboard from day one.
Customization steps: insert local pay ranges and benefit details, adapt scheduling and transportation clauses to your service delivery model, and have HR or legal vet background check and credential language for your state.
Templates are not legal advice. Adapt them to local laws and licensure requirements.
Ethics, Licensure, and Compliance Notes
Hiring in ABA carries ethical and legal responsibilities beyond standard HR practices.
BCBA licensure and RBT scope vary by state. Before any clinical assignment, verify the BCBA certificate, state license if applicable, and RBT active certification. Background checks must follow state rules for vulnerable sector checks. Document completion before the new hire has any client contact.
Supervision documentation is required by the BACB. Execute supervision contracts for trainees, maintain fieldwork verification forms, and keep supervision logs. Validate current requirements against the latest BACB published guidance, as rules do update.
Hiring Compliance Checklist
- Verify credentials and licenses by obtaining copies of BCBA certificates, state licenses, and RBT certifications
- Confirm required background checks and mandatory reporter training are completed
- Document supervision agreements clearly, including supervision frequency, format, and documentation expectations
When to Ask for Legal or HR Help
Seek professional guidance for complex licensure questions, state-specific supervision limits, and employment law concerns such as pay equity, accommodations, or termination procedures. Do not guess on compliance. The risk is too high for your clinic, your staff, and your clients.
Real-World Examples and Short Case Studies
Concrete examples show how the hiring system works in practice.
Small Clinic Example (Hypothetical)
A small clinic with three BCBAs and eight RBTs struggled to fill an RBT role for months. They revised their job post using the template above, adding a clear training path and mentorship language. They posted on a local university job board and reached out to the fieldwork coordinator. Within three weeks, they had four qualified applicants. They used the 15-minute screening script to filter quickly and hired a candidate who completed the 30/60/90 onboarding plan with strong performance at the 90-day review.
Mid-Size Clinic Example (Industry Summary)
A mid-size clinic used targeted digital recruitment campaigns. According to an industry case study, this approach increased RBT applications by 51 percent and BCBA applications by 79 percent while lowering cost-per-acquisition. The lesson: investing in sourcing channels and tracking source effectiveness pays off. Raw application volume matters, but so does quality. Track both.
Industry Context
The ABA workforce gap persists. Many regions show stretched BCBA-to-population ratios. Retention strategies such as guaranteed hours, predictable schedules, and career pathways are high-leverage interventions.
Frequently Asked Questions
What is the difference between a BCBA and an RBT?
A BCBA is a master’s-level clinician who designs treatment plans, supervises RBTs and trainees, and holds clinical responsibility for client outcomes. An RBT is an entry-level technician who implements treatment plans under BCBA supervision. The supervision relationship is central to ABA practice. You cannot hire RBTs without a supervision plan in place.
How fast can a clinic realistically hire an RBT or BCBA?
Speed varies by role and market. RBT roles with strong local candidate pools may fill in a few weeks. BCBA roles in competitive markets often take longer. To speed up hiring, post clear job descriptions, screen candidates within three business days, and have your offer process ready. Do not skip supervision checks to go faster—that puts clients and your clinic at risk.
What should a 15-minute screening call cover?
The call should confirm eligibility and licensure, ask about availability and logistics, explore the candidate’s reasons for interest, and assess values fit. End by outlining next steps. A successful screen means both parties leave with a clear understanding of whether to proceed.
Can RBTs do clinical decision-making without a BCBA?
No. RBTs implement treatment plans designed by BCBAs. They do not design interventions, modify treatment plans, or make clinical decisions independently. Supervision is required by the BACB and by most state regulations. Document your supervision plans clearly and ensure supervisors have the time and training to meet requirements.
What templates are included in the toolkit?
Major assets include job post templates for BCBA and RBT roles, a 15-minute screening call script, an RBT 30/60/90 onboarding plan, a BCBA supervisor onboarding checklist, a hiring dashboard field list and core metric definitions, and a one-page hiring funnel snapshot. Adapt all templates to your local rules and clinic culture. Templates are starting points, not legal advice.
How should clinics handle candidate data to stay compliant?
Practice minimal data retention and secure storage. Limit access to the recruiting team. Define a deletion schedule and follow it. If candidate data intersects with HIPAA-protected client information, consult HR or legal. Privacy compliance is not optional.
Conclusion: Building a Hiring System That Works
Hiring in ABA is hard, but it does not have to be chaotic. A clear system—from sourcing to onboarding to retention—makes hiring predictable. Templates and structured processes save time and reduce errors. Tracking metrics helps you improve over time.
Throughout this guide, the emphasis has been on ethics and compliance. Verify credentials before clinical work begins. Document supervision agreements. Respect candidate privacy. These steps protect your clients, your staff, and your clinic.
The most effective hiring systems treat recruiting and retention as one continuous process. You cannot out-recruit high turnover. Sustainable caseloads, predictable schedules, and real career pathways keep staff engaged. Supervisors who invest in leadership development keep their teams together.
If you are ready to improve your hiring, start with the one-page snapshot. Pick one area to strengthen this month—whether that is your job post, your screening process, or your onboarding plan. Small, consistent improvements add up. Over time, you will build a clinic where qualified BCBAs and RBTs want to work and choose to stay.
