What hr documents does a new aba company need?

Starting an ABA company is exciting and complicated.

Between getting credentialed, hiring your first clinicians, and building your caseload, HR documentation often lands at the bottom of the to-do list. But the documents you put in place in your first 90 days can protect your business, set clear expectations for your team, and keep you compliant from day one.

Here's what every new ABA company needs in place and why each one matters.

1. Employee Handbook

Your employee handbook is the foundation of your HR structure. It communicates your policies, your culture, and your expectations. For ABA companies specifically, your handbook should address:

• At-will employment language

• Anti-harassment and discrimination policies

• HIPAA and client confidentiality requirements

• Code of conduct and professional behavior standards

• PTO, leave, and attendance policies

• Social media and technology use

• And so much more!

Without a handbook, you're relying on verbal conversations to govern your team and that creates inconsistency, confusion, and legal exposure.

2. Job Descriptions

Every role in your company needs a written job description before you post a single job listing. For ABA providers, this means clear, accurate descriptions for BCBAs, RBTs, behavior technicians, and any administrative or operations staff.

Well-written job descriptions protect you legally, set performance expectations, and make it easier to hold employees accountable. They also support your credentialing and accreditation processes.

3. Offer Letters

An offer letter is not just a formality. It documents the terms of employment including compensation, start date, classification, and at-will status before your new hire ever walks in the door. Every employee should receive one, and every offer letter should be signed and retained in your files.

4. At-Will Employment Acknowledgment

In most states, employment is at-will by default, but having a signed acknowledgment in your employee file reinforces that understanding and reduces risk if you ever need to make a termination decision.

5. Background Check Authorization

Given the vulnerable population ABA companies serve, background checks are non-negotiable. You need a signed authorization form before running any check. This is also a requirement for most state Medicaid programs and accreditation bodies.

6. HIPAA Confidentiality Acknowledgment

Every employee who accesses client information, which in ABA is essentially everyone, needs to sign a HIPAA confidentiality acknowledgment. This documents that they've been informed of their obligations under HIPAA and the consequences of a violation.

7. State-Specific Compliance Documents

HR compliance is not one-size-fits-all. Depending on your state, you may be required to provide specific notices at hire, follow unique leave laws, or meet particular wage and hour requirements. Knowing what applies in your state before you hire your first employee is essential.

Where to Start

If you're building your HR documents from scratch, start with the employee handbook and work outward. Every other document should be consistent with the policies you've established there.

Shaping HR has built every one of these documents specifically for ABA providers. Shop the HR Toolkit →