ABA therapy center software that turns faxes into structured intake
TargetFlo is the ABA operations platform that stops referrals from getting lost in fax inboxes and email threads — a 9-stage intake pipeline, client CRM, real-time insurance eligibility, tasks, parent portal, and workforce tools on one HIPAA-aware architecture.
Built for multi-location ABA providers · Live: intake, fax, eligibility, tasks, portal, workforce
Open referrals
128
+12 this week
Eligibility verified
94%
at Insurance stage
Faxes to triage
7
avg 1.8h to link
Tasks due today
23
4 overdue
Pipeline by stage
All locations · 30 days
Recent activity
- Fax linked to referral #2481
- POC signed by guardian
- Eligibility: active — BCBS
- Task completed: ADOS-2 scheduled
Locations
- Stage intake pipeline
- 0
- Fax integrations
- 0+
- Schema HIPAA-aware architecture
- 0
- ABA CPT codes modeled
- 0
Built for ABA therapy centers
The problem
Intake is where ABA centers lose families
Most centers run referral intake on a fax machine, a shared inbox, and a spreadsheet. It works until volume, locations, or staff turnover make it invisible.
Referrals lost in fax and email
A pediatrician faxes a referral. It sits in a shared inbox, gets printed, and nobody owns it. The family calls three weeks later.
Opaque status
Leadership cannot answer “how many families are waiting on authorization?” without asking three coordinators.
Duplicate entry
The same demographics get typed into the fax cover sheet, a spreadsheet, the payer portal, and the EHR.
Fragmented tools
Intake in one place, HR in another, training in a third — and no shared record of what happened.
What is TargetFlo?
TargetFlo is an ABA operations platform for therapy centers. It converts inbound referrals and faxes into a structured 9-stage intake pipeline, keeps a 360° client record, verifies insurance eligibility in real time, coordinates tasks across locations, and gives parents a portal to sign the Plan of Care — all on one HIPAA-aware architecture that scheduling and billing plug into as they roll out. Explore the platform.
One ABA operations platform
Everything between the referral and the first session
Replace the fax-inbox-plus-spreadsheet stack with a single system of record for intake, documents, coverage, work, and families.
Referral intake pipeline
Nine stages from New Intake to Enrolled, with stage checklists, owners, and website lead ingest.
Learn moreNew Intake
2BCBS NC
Medicaid
Insurance
1Aetna
Pending Docs
2UHC
Cigna
Diagnostics
1BCBS NC
POC
1Medicaid
Fax inbox with AI-assisted OCR
RingCentral sync, triage, extraction, and one-click linking to a client or referral.
Learn morePediatric Partners
Carolina Dev. Clinic
Unknown · 919-555-0142
AI extraction
Gemini OCR · 98% confidence- Referral type
- ABA assessment
- Referring provider
- Dr. ██████, MD
- Client
- ██████ ██████
- DOB
- ██/██/20██
- Payer
- BCBS NC
- Diagnosis
- F84.0
Insurance eligibility
Real-time 270/271 checks during the Insurance stage — not three weeks later.
Learn moreCoverage active
- Payer
- Blue Cross NC
- Plan
- PPO — Employer
- Effective
- 01/01/2026
- Copay
- $30 / visit
- Deductible met
- $1,120 / $2,000
- ABA benefit
- Covered · prior auth
Authorization path
- Physician verified
- Auth submitted
- Pending
- Authorized
Operations & tasks
Kanban tasks with checklists, priorities, due dates, and assignments across locations.
Learn moreParent portal
Guardians see documents, sign the Plan of Care, and complete consents from any device.
Learn moreTraining & compliance
Course builder with video/PDF chapters, MCQ tests, certificates, and versioned SOP consents.
Learn moreReferral intake pipeline
Nine stages. One owner per card. No lost families.
Every referral moves New Intake → Insurance → Pending Documents → Diagnostics → FBA → POC → Pending Authorization → Enrolled (or Closed), with a checklist at each stage.
- 1New IntakeReferral received; client record created.
- 2InsuranceEligibility verification and coverage context.
- 3Pending DocumentsGuardian contacted, waitlist, hold, or cold lead.
- 4DiagnosticsADOS-2 scheduling, intake packets, full evaluation path.
- 5FBAFunctional Behavior Assessment scheduled and completed.
- 6POCPlan of Care drafted, clinician signed, parent signed.
- 7Pending AuthorizationPhysician verification, auth submitted, pending → authorized.
- 8EnrolledActive therapy case; staff assignment.
- 9ClosedNot accepted, DNC, discharged, or closed.
Integrations
Bring your fax provider. Keep your workspace.
TargetFlo normalizes inbound documents into your intake workflow and ties employee accounts to onboarding — without asking you to switch vendors.
Live or flexible Roadmap · See all 8 integrations
Built into the architecture — rolling out in product releases
The same data model that runs intake today carries authorizations, sessions, notes, and claims. Scheduling and billing arrive as releases, not re-platforms.
From ABA operations teams
Teams that stopped chasing faxes
Intake directors, operations managers, and clinical leaders on what changed when referrals moved into one pipeline.
“Referrals used to live in three inboxes and a spreadsheet. Now every fax lands in a pipeline stage with an owner and a checklist. We know exactly where each family is.”
S.M., Intake Director
Southeast ABA Center
“Running eligibility at the first touch changed our enrollment timeline. We stopped discovering coverage problems three weeks in.”
J.R., Operations Manager
Bright Path Behavioral
“Onboarding an RBT used to take a day of clicking through Google Admin. TargetFlo provisions the account from the employee record.”
A.K., HR & Compliance Lead
Northstar Autism Services
“Parents sign the Plan of Care from their phone. Our clinical team sees it the same day. That alone shortened our authorization queue.”
D.L., Clinical Director, BCBA-D
Cedar Grove Therapy
FAQ
Questions ABA operations teams ask us
See TargetFlo on your own referral flow
Book a 30-minute demo. We map your current intake process to the 9-stage pipeline and show how fax, eligibility, tasks, and the parent portal fit together.