After an exhausting two-hour session, your RBT® sits down to write notes. They’re tired, the details blur together, and the clock is ticking. That’s when mistakes slip in: vague wording, missing fields, or notes that won’t pass an audit.
Those notes matter more than most staff realize. They’re the record of what happened in the session, how the learner responded, and why the service was medically necessary. Weak notes lead to rework, billing delays, and sometimes denials.
RBTs carry much of the responsibility for writing them, yet may get little formal training beyond “fill out this template.” Without a clear teaching approach, quality is inconsistent, and supervisors spend more time correcting notes than guiding care.
Behavioral Skills Training (BST) can give supervisors a structured way to teach RBTs how to write notes that are accurate, consistent, and audit-ready. You’re probably already familiar with the four steps of BST: instruction, modeling, rehearsal, and feedback. Here, we’ll focus on how each one applies when the skill you’re teaching is session note writing.
Step 1: Clear Instructions on What a Good Note Looks Like
The first step is clarity. A good ABA session note should:
- Include all required elements (date, service type, location, signatures).
- Describe client behavior in objective, observable terms.
- Summarize progress on targeted goals.
- Document any barriers, incidents, or modifications.
Quick session note example:
✅ Correct: “Client displayed increased in body movement of arms and legs, sweating, and avoidance behaviors in response to loud noise.”
❌ Incorrect: “Client seemed anxious.”
Supervisors should go beyond telling RBTs to “be specific.” A checklist or a session note template makes the expectations more concrete.
Step 2: Show Examples and Non-Examples
Many supervisors show RBTs a sample note and move on. But non-examples are just as important.
Good session note example:
Objective: Increase compliance with two-step instructions.
Details: Antecedent: presented puzzle activity. Behavior: refused puzzle pieces.
Consequence: verbal redirection and physical guidance.
Progress: Completed 70% of instructions independently in comparison with 69% last session.
Recommendation: Add more visual supports next session.
Bad session note example:
Objective: Play with puzzles.
Details: Emily not listening. Tried to make her do puzzle.
Progress: Not much progress.
Recommendation: Work on listening.
By comparing both, RBTs learn what gets flagged in audits and why vague language isn’t enough.
Step 3: Practice Writing Notes During Training
Note-writing fluency comes with practice. Instead of correcting every note after the fact, build exercises into training:
- Have RBTs review sample notes and identify errors.
- Give them opportunities to rewrite weak notes into stronger versions.
- Use role-play: after a mock session, they draft a note on the spot.
Rehearsal makes the skill automatic, which means faster, cleaner notes in real sessions.
Step 4: Provide Feedback and Reinforcement
The last step is consistent feedback. RBTs improve faster when supervisors:
- Highlight what was written well (specificity, accuracy, compliance).
- Correct mistakes immediately, with examples of better phrasing.
- Reinforce progress with recognition.
Some clinics post “note of the week” examples (anonymized) to encourage best practices. Others use quick check-ins during supervision to coach in real time.
How Motivity Supports RBTs in Writing Better Notes
When supervisors use BST to train their technicians, the right platform makes all the difference. With Motivity, staff learn faster and BCBA®s spend less time correcting notes after the fact. Notes stay consistent, accurate, and audit-ready.
ABA clinics using Motivity have reclaimed hundreds of hours since note training became part of the workflow. Supervisors review notes in real time, give feedback on the spot, and trust that payor requirements are already baked in.
“Our session notes are insanely easier now! We can spend more time teaching our clients and less time documenting for compliance.”
- Anne Lau of ABC Group Hawaii
Ready to see how this could look in your practice? Book a demo and explore how Motivity helps your RBTs write stronger notes from day one.