Client Snapshot
- Industry: Applied Behavior Analysis (ABA)
- Annual Revenue: $10M
- Employees: 50
- Project Timeline: 4 months
- Investment: $50,000
The Challenge
The ABA industry is growing fast so demand for services is at an all-time high. But with more clients this also means more authorizations, more credentialing, more billing, and more onboarding. If your systems aren’t built for scale, the cracks start to show.
That’s exactly where this company was when they came to The Penguin Group.
On paper, they were thriving. In reality, their operations were held together by spreadsheets, endless emails, and manual processes. Each department had its own “workarounds,” but there was no consistency across the organization.
That left the leadership team facing:
- Constant compliance risks in HR and credentialing
- Manual onboarding that frustrated both clients and employees
- Marketing spend with no clear ROI
- Staff stretched thin and unable to keep up
- Opportunities lost because they were falling through the cracks
The Solution
The first step was rolling out a centralized platform on monday.com. Instead of scattered spreadsheets and siloed information, everything—from credentialing to insurance verification—flowed through one system. We tied it directly into HR, payroll, and applicant tracking so the entire operation finally connected.
From there, we rebuilt their key processes:
- HR compliance and training: automated, tracked, and no longer at risk
- Onboarding for staff and clients: standardized, efficient, and frustration-free
- Communication: automated updates and reminders that kept everyone in sync
- Marketing: tied directly to operations so campaigns could be measured and optimized
- Data management: centralized, backed up, and export-ready
The Results
Four months later, the company looked completely different.
Staff were no longer buried in paperwork, compliance stopped being like a fire drill, clients got a smoother experience, and marketing efforts actually showed results. In addition, no revenue opportunities were lost anymore. Every authorization, billing, and task was tracked and completed, preventing income from slipping through the cracks.
The new system we rolled out freed up capacity equal to 10 full-time employees. That’s about $500,000 in payroll savings on a $50,000 investment.
In short, the business went from “barely keeping up” to “ready to scale.”
