Recruiting BCBAs & RBTs: A Step-by-Step Hiring System for ABA Clinics

Finding and keeping qualified BCBAs and RBTs remains one of the biggest challenges facing ABA clinic owners today. If you run a clinic, direct clinical operations, or supervise staff, you already know the pressure. Open positions stay unfilled for weeks. Great candidates slip away to competitors. Every gap in staffing affects the families you serve.

This guide gives you a recruiting system you can use right away. We’ll walk through the full hiring flow—from writing job posts that attract the right people, to screening and interviewing fairly, to making offers that get accepted, to onboarding new hires so they stay. Along the way, you’ll find copy-paste templates, checklists, and a simple metrics dashboard you can adapt for your clinic.

A few important notes before we begin. A BCBA is a Board Certified Behavior Analyst who designs and oversees treatment plans. An RBT is a Registered Behavior Technician who delivers direct services under BCBA supervision. Both roles require active certification through the Behavior Analyst Certification Board. This guide supports your clinic processes but is not legal advice. Always verify licensure, run required background checks, and confirm local rules with your legal or compliance team.

Quick Hiring System Overview (Step-by-Step)

Building a repeatable hiring system beats posting a job ad and hoping for the best. When you treat recruiting as a process with clear stages and owners, you fill roles faster and make better choices.

The Hiring Roadmap at a Glance

Your pipeline has six main stages:

1. Create the role brief and post the job
2. Source candidates and track your pipeline
3. Run a fifteen-minute screen to filter for basic fit
4. Conduct structured interviews and score candidates
5. Send a conditional offer and complete background checks and credential verification
6. Onboard the new hire and run thirty, sixty, and ninety day check-ins

At each stage, someone owns the work. The hiring manager or clinic director typically owns the job post and sourcing. The clinical director or lead BCBA owns clinical screening and interviews. HR or the office manager handles offers, contingencies, and background checks. The supervising BCBA owns onboarding and clinical integration.

Why Human Review Matters

Clinical hires require human judgment at every step. Automated screening tools can help sort applications, but a person must review candidates before they move forward. AI supports clinicians—it does not replace clinical judgment. Do not include identifying client information in non-approved tools. Human review is required before anything enters the clinical record or influences a hiring decision.

Step-by-Step Checklist (One Page)

Run each hire as a repeatable process with a simple checklist.

At the start, finalize the job description and select your sourcing channels. Post the job and begin tracking candidates in a spreadsheet or applicant tracking system.

When applications come in, run fifteen-minute screens to confirm basic fit. Move strong candidates to structured interviews and score them consistently.

After interviews, verify credentials and extend a conditional offer that spells out contingencies like background checks and licensure verification. Complete all required checks before the start date.

Schedule onboarding activities for day one, week one, and month one. Set up thirty, sixty, and ninety day check-ins so you catch problems early and give new hires a clear path forward.

This checklist becomes your hiring playbook. Review it at your kick-off meeting for each new role.

BCBA and RBT Job Description Templates (Copy-Paste)

A strong job post does more than list duties. It attracts the right candidates, filters out poor fits, and sets honest expectations. Many clinics lose good candidates because their job descriptions are vague or buried in jargon.

What a BCBA Job Description Should Include

Start with a one-line definition: A BCBA is a Board Certified Behavior Analyst who assesses, designs, and supervises treatment for individuals with behavioral needs.

Then list core duties clearly:

• Conducting behavioral assessments (functional behavior assessments, skills assessments)
• Designing individualized treatment and behavior intervention plans
• Reviewing data and adjusting programs
• Training caregivers and staff
• Supervising RBTs and BCaBAs
• Collaborating with other professionals

State required credentials and preferred experience. Include supervision expectations—the percentage of direct hours a BCBA will supervise monthly and how many RBTs they’ll oversee. Add clear application steps and name who the BCBA will report to. Remind candidates that licensure will be verified before hire.

What an RBT Job Description Should Include

RBTs implement treatment plans under BCBA supervision. Your job post should include duties like:

• Implementing behavior intervention plans
• Collecting accurate data during sessions
• Following prompting hierarchies
• Managing challenging behaviors safely according to clinic protocols
• Collaborating with families and the clinical team

State that active RBT certification is required. Describe the training and support you offer—shadowing, competency checks, and supervision time.

Be honest about expected caseload, hours, and schedule. Include clear application steps and a contact for questions.

Template Variants by Platform

Different platforms call for different styles.

LinkedIn Version (Short Example)

Now hiring BCBAs who want protected supervision time, a predictable schedule, and a clear career ladder. Join our team in [City]. Active BCBA certification required. Apply at [link].

University Board Version (Medium Example)

We’re looking for BCBAs passionate about supervision and clinical growth. Our clinic offers fieldwork opportunities for BCBA candidates, regular training, and a supportive team environment. You’ll conduct assessments, design treatment plans, and supervise RBTs. Active BCBA certification and state licensure required. Apply by [date] at [link].

Quick Editing Checklist

Before you post, swap in your location, hours, and pay range. Add the supervisor’s name and application next steps. Include an application deadline and expected start date. Add a reminder to confirm licensure and background checks before hire.

Sourcing Channels and When to Use Each

Where you look for candidates shapes who applies. Some channels work best for quick fills. Others build a pipeline for the future. Most clinics need a mix.

Job Boards and Professional Networks

Specialized job boards and professional association boards—like the ABAI and BACB Career Center—reach experienced candidates who are actively looking. LinkedIn works well for senior roles and for building your clinic’s brand. Use these channels when you have an open role and need reach.

University Partnerships

Partnering with local university programs builds a long-term pipeline. Offer supervised fieldwork for BCBA candidates and internships for students interested in becoming RBTs. This takes outreach and relationship-building, but it pays off over time. You get to know candidates before you hire them, and they get to know your clinic.

Employee Referrals

Referrals often yield high-quality hires because your current staff understand the job and the culture. Offer small but meaningful referral bonuses and make it easy for staff to submit referrals. Be transparent about the process and avoid pressuring staff to recruit from their personal networks.

Local Community Groups

Local Facebook groups, community boards, and neighborhood networks are especially useful for entry-level RBT positions and part-time roles. Keep these posts short and clear, with simple application steps.

Channel Quick Guide

• Job boards: Wide reach, good for open roles
• University partnerships: Ongoing outreach required, builds reliable pipeline
• Employee referrals: Higher-fit candidates when incentivized ethically
• Local groups: Best for entry-level and part-time hires

Track where your hires come from. Add a source tag to each candidate in your spreadsheet or applicant tracking system. Review this data monthly to see which channels are worth your time and budget.

Screening & Interview Process

A clear screening and interview process helps you identify strong fits quickly and fairly. It also reduces bias and protects candidates from a frustrating experience.

The Fifteen-Minute Screening Call

The screen is your first filter. It confirms basic fit so you don’t waste time on candidates who aren’t available, qualified, or interested.

Structure your call into three parts:

• About two minutes on introductions and a quick recap of the role
• About eight minutes on screening questions
• About five minutes on logistics and next steps

Your screening questions should cover active certification or intent to certify, experience with relevant settings and age ranges, approach to managing high-magnitude behavior, and rapport-building techniques. Ask about availability, hours, and travel requirements. Check salary expectations early. Listen for red flags, like speaking poorly about clients or families.

Keep candidate answers to about ninety seconds each to stay on time. Close with a clear timeline and next steps.

Structured Interviews

Structured interviews give every candidate the same questions in the same order. This makes it easier to compare candidates fairly and reduces bias. Use behavior-based and scenario-based questions.

For RBT interviews, cover ABA basics like antecedents, behaviors, and consequences. Ask about data collection methods, how they handle challenging moments, and how they work with a team. Include questions about professionalism and reliability.

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For BCBA interviews, focus on functional behavior assessment and behavior intervention plan design, supervision experience, clinical leadership, case management, and ethical decision-making. Ask candidates to describe how they’ve handled specific clinical situations.

Fifteen-Minute Screen Script (Copy-Paste)

Intro (2 minutes): Hi, this is [your name] from [clinic]. Thanks for your interest in the [role] position. I’d like to take about fifteen minutes to learn more about your background and share a bit about the role. Does that work for you?

Screening Questions (8 minutes): Tell me briefly about your experience in ABA. What settings have you worked in and what age groups? How do you approach building rapport with clients and families? Can you describe a time you had to manage challenging behavior? What are you looking for in your next role?

Logistics (3 minutes): Are you currently certified? When would you be available to start? What are your schedule preferences? Do you have reliable transportation? What are your salary expectations?

Closing (2 minutes): Thanks for sharing. I’ll follow up by [date] with next steps. Do you have any quick questions for me?

Interview Scoring Rubric

Use a simple one-to-five scale across key domains.

For RBTs, score applied knowledge, behavior intervention skills, data and documentation accuracy, soft skills, and ethics and professionalism.

For BCBAs, add clinical program design, supervision and mentorship, multidisciplinary collaboration, and compliance and caseload management.

Score each question and sum or average by domain. Set a minimum threshold for moving forward. This helps you compare candidates objectively and reduces the risk of hiring based on gut feeling alone.

Avoid illegal questions. Do not ask about age, marital status, family plans, religion, or disability status. Focus on job-related skills and behaviors.

Offer Strategy & Negotiation Checklist

Making a timely, clear offer increases your acceptance rate. Many clinics lose candidates because they wait too long or leave key details unclear.

When to Make an Offer

Move quickly once you have a strong candidate. Decide who approves offers in advance so you don’t delay. Most candidates are interviewing at multiple clinics, and speed matters.

What to Include in the Offer Letter

Your offer letter should include:

• Job title, supervisor, and summary of duties
• Pay or pay rate, pay schedule, and employment type
• Tentative start date, work location, and schedule expectations
• Benefits or supervision details if relevant

List contingencies clearly:

• Satisfactory background check
• Licensure or certification verification
• Employment eligibility verification (I-9)
• Any required drug testing

Follow Fair Credit Reporting Act procedures if you use a third-party background check and need to rescind an offer. Be aware of ban the box laws in your jurisdiction.

Sample Offer Checklist

Before sending an offer, confirm you have covered:

• Salary or pay rate and pay schedule
• Job title and reporting line
• License and background contingencies
• Start date and onboarding steps
• Instructions for acceptance

Negotiation Levers Beyond Salary

If you can’t match a higher salary, use non-salary wins:

• Protected supervision time
• Predictable scheduling
• Paid training or continuing education
• Tuition assistance for aspiring BCBAs
• Flexible caseload options
• Clear career ladder progression

These often matter as much as pay, especially for clinicians who have experienced burnout or chaotic workloads elsewhere.

Handle counteroffers professionally. If a candidate declines, thank them and leave the door open. A respectful process builds your reputation.

Onboarding & Training Pathway

Good onboarding predicts retention and clinical quality. A new hire who feels lost or unsupported in the first month is more likely to leave.

First Ninety-Day Onboarding Timeline

Break onboarding into clear phases.

In the first week, complete HR paperwork, confirm active certification, and introduce the new hire to systems like your practice management software. Have them shadow sessions across different clients and meet their supervising BCBA.

In the first month, the new hire begins leading sessions for one or two clients with close in-session feedback. They practice consistent and accurate data entry. Schedule a mentor check-in around day forty-five to identify concerns early.

By month three, the new hire should carry a full caseload with typical billable hours. Hold a ninety-day performance review and have a career conversation. If appropriate, invite them to mentor newer staff.

Supervisor Handoff Checklist

Before any new hire runs sessions independently, the supervising BCBA should complete a handoff covering:

• Client intake summary
• Current behavior intervention and skill acquisition plans
• Recent data trends and assessment results
• Behavior emergency protocols
• Family preferences and communication notes
• Consent forms and payor authorizations
• Required competency check results

Human review by the supervising BCBA is required before independent sessions begin. Document this sign-off for your records.

RBT Pipeline Notes

If you’re hiring entry-level staff who need to earn RBT certification, build certification support into your onboarding. Provide access to the forty-hour training, study time, and test preparation. Assign a supervisor to verify skills and complete the required competency assessment. Keep documentation of training and supervision for audits.

Retention Systems

Hiring is expensive. Retention is cheaper and more effective than constant recruiting. The best way to keep staff is to build systems that support them.

Design a Career Ladder

Create clear tiers for progression. For RBTs, consider levels like RBT I, RBT II, and RBT III, with measurable competency criteria at each step. For BCBAs, offer progression from BCBA to Lead BCBA to Clinical Director. Tie pay bands to tiers and competency achievements. Recognize milestones publicly.

Offer specialization tracks and tuition support for staff pursuing BCBA coursework. Guarantee quality supervision time. Staff leave when they feel stuck. A clear path forward keeps ambitious people engaged.

Manage Workload to Prevent Burnout

Monitor caseloads and supervision loads regularly. Rotate high-intensity clients among staff so no one burns out. Protect time for supervision and administrative tasks. When cancellations affect income, consider guaranteed hours or hybrid roles to stabilize pay.

Train Supervisors in People Skills

Many clinical leaders are promoted without training in management. Invest in supervisor coaching. Teach feedback skills, hold monthly supervisor check-ins, and run stay interviews to learn what keeps staff engaged. Staff leave managers, not organizations. Strong supervisors reduce turnover.

Small-Clinic Retention Playbook

If you run a small clinic, you may not have budget for big pay raises. Focus on low-cost moves that matter:

• Offer reliable schedules and honest communication
• Provide regular feedback and coaching
• Run monthly one-on-ones that include career conversations
• Use stay interviews to catch problems before they become resignations

Compliance & Legal Checklist

Compliance is non-negotiable. Hiring in healthcare requires legal safeguards and credential checks. This section gives you a checklist, but always confirm with your legal and compliance team.

BACB Credential Verification

Use the free BACB Certificant Registry to confirm a candidate’s credential status. The registry is updated daily and shows credential level, status, supervisory relationships, and any published sanctions. For formal proof, request a paid verification letter sent directly to a third party.

Background Checks

Typical checks include:

• National criminal history
• State criminal checks for current and prior states
• Sex offender registry
• Child abuse and neglect registry
• Exclusion lists if required by your payors

Check local and state rules for which offenses disqualify candidates and for ban the box requirements. Follow Fair Credit Reporting Act procedures if using a third-party service.

Documentation and Record Retention

Keep copies of credential verification, background check results, signed consents, supervision logs, competency check records, and training certificates.

HR typically keeps legal and employment documents. The clinical director keeps supervision logs and competency documentation. Confirm retention durations with your legal and finance teams—rules vary by state and payor.

Privacy and Client Data

Do not include identifying client information in hiring materials or screening tools. Consult your HIPAA and privacy officer for guidance.

Hiring Compliance Quick Checks

• Document your licensure verification steps
• List the types of background checks you run and confirm they meet local requirements
• Keep a record retention policy and assign ownership of files

Recruiting Metrics & Dashboard

Tracking your hiring data makes the process repeatable and helps you improve over time. You don’t need expensive software—a simple spreadsheet works.

Core Metrics to Track

• Pipeline counts by stage (applied, screened, interviewed, offered, hired)
• Time-to-fill (days from posting to start date)
• Time-in-stage averages to spot bottlenecks
• Interview-to-offer rate and offer acceptance rate
• Source-of-hire to see which channels work

Simple Dashboard Layout

Set up your spreadsheet with one row per open role. Columns include role, source, date posted, date filled, days to fill, number at each stage, offer rate, acceptance rate, and cost-per-hire if you track spending.

Review the dashboard weekly with your hiring team. Look for slow stages and adjust your process.

Ethics Note

Use recruiting metrics to improve your systems, not to pressure clinicians. Avoid metric-driven behavior that reduces candidate experience or pushes new hires into unsafe caseloads. Metrics are for planning and bottleneck identification, not performance pressure.

Dashboard Template Overview

Your columns should include role, location, hiring owner, source, dates for each stage, and calculated time-to-fill. Add filters for role type and location. Set up a weekly report so someone reviews the data and flags stalled requisitions.

Candidate Experience & Employer Branding

How you treat candidates during hiring shapes your reputation. A poor experience drives away talent and hurts your brand. A good experience increases offer acceptance and brings referrals.

Communicate Clearly and Promptly

Send an immediate confirmation when someone applies. Follow up within three to five business days to invite them to a screening call.

After interviews, give a clear timeline for next steps and stick to it. If you decide not to move forward, send a respectful rejection promptly. Candidates remember how you treated them.

Present Your Clinic Honestly

When you describe your supervision model, workload, and culture, be accurate. Candidates who join based on inflated promises leave quickly. Honest employer branding attracts people who are a real fit.

Use Candidate Feedback to Improve

Ask new hires and rejected candidates for feedback on the process. What worked? What felt confusing or slow? Use this input to refine your approach.

Candidate Communication Templates

Prepare templates for each touchpoint:

• Application received email that thanks the candidate and sets expectations
• Screen invite with scheduling options
• Interview invite with clear logistics and preparation notes
• Rejection email that is gracious and leaves the door open

Tailor your messages to a clinical audience. Highlight what matters to BCBAs and RBTs—supervision quality, schedule predictability, and career growth.

Downloadable Assets

A hiring system works best when you have tools you can use right away.

Core Toolkit

• One-page hiring checklist (plus small-clinic variant)
• BCBA and RBT job description templates (short, medium, and long versions)
• Fifteen-minute screening script
• Structured interview question banks for BCBA and RBT roles
• Interview scoring rubrics in spreadsheet format
• Offer letter checklist with sample contingency phrasing
• Thirty, sixty, and ninety day onboarding timeline templates
• Supervisor handoff checklist
• Recruiting metrics dashboard template
• Candidate communication email templates
• Compliance checklist (BACB verification steps, background check requirements)

Label and Accessibility Notes

Label all downloads for clinic use and remind users to confirm with their legal or HIPAA officer before using clinical checklists. Make sure PDFs are text-based and tagged for accessibility. Include alt text for any images.

Asset List and Quick Uses

Use the one-page hiring checklist at kick-off meetings. Use the interview rubric to score candidates consistently. Update the dashboard weekly to catch slow stages.

Frequently Asked Questions

What should a BCBA job description include?

List core duties like supervision, treatment planning, and data review. State required credentials and preferred experience. Add clear application steps and name the reporting supervisor. Remind candidates that licensure will be verified.

How can I recruit RBTs quickly on a small budget?

Use local channels like community boards, university programs, and social groups. Offer low-cost perks like reliable schedules, clear training, and certification support. Use employee referrals with small bonuses. Track which channels yield hires and repeat what works.

What is a fifteen-minute screening call supposed to check?

Confirm basic fit by checking availability, location, and pay expectations. Confirm required credentials or intent to certify. Ask two to three behavior-focused questions for a quick signal. Communicate next steps and timeline clearly.

What must be included in an offer letter?

Include job title, pay or pay rate, start date, and reporting line. List conditions like licensure verification and background check. Add benefits or supervision details if relevant. Provide instructions for acceptance and a contact for questions.

Which hiring metrics should small clinics track first?

Track pipeline counts by stage, time-to-fill, offer acceptance rate, and source of hire. Use a simple weekly sheet to spot bottlenecks and adjust your process.

Do these templates replace legal or compliance review?

No. State and payor rules vary. Label all downloads for clinic use and confirm with your legal or HIPAA officer before using them. This guide is not legal advice.

Putting It All Together

Hiring BCBAs and RBTs doesn’t have to feel like chaos. When you treat recruiting as a repeatable system, you fill roles faster, choose better fits, and set new hires up to stay.

Start by mapping your pipeline from job post to first ninety days. Use templates and checklists to keep everyone on the same page. Track your metrics so you know what’s working.

Retention starts at recruiting. The way you describe the role, treat candidates, and onboard new hires shapes whether they stay or leave. Build a culture where people choose to work, and your staffing challenges will shrink.

Download the hiring toolkit to get started. Copy the templates, adapt them for your clinic, and run your next hire with a system that works.