Client & Family Hub
Live todayThe ABA therapy center CRM built around one client record
Overview, documents, guardians, insurance, and activity — created the moment a referral arrives, linked to every fax and stage change, and visible to exactly the staff who need it.
Client · CLI-1042
██████ ██████
- Date of birth
- ██/██/20██
- Diagnosis
- F84.0
- Primary payer
- BCBS NC
- Location
- Raleigh
- Referral
- REF-2481
- Coordinator
- M. Rivera
Guardians
- ██
██████ ██████
Mother · primary · portal active
- ██
██████ ██████
Father · can sign POC
Recent activity
- Fax linked · referral packet (4 pp)
- Eligibility: active · BCBS NC
- POC drafted by clinician
- Portal invite sent to guardian
What is the TargetFlo Client & Family Hub?
The Client & Family Hub is the ABA therapy center CRM inside TargetFlo: a single record per client with five tabs — Overview, Documents, Guardians, Insurance, and Activity. The record is created automatically by the intake pipeline, receives documents from the Fax Inbox, and is what guardians see a filtered view of in the parent portal.
The record
Five tabs. Everything about one family.
No more asking three people where the signed POC went. It is on the Documents tab, and the Activity tab says who uploaded it and when.
Overview at a glance
Stage, location, coordinator, primary payer, diagnosis code, and open tasks on one screen — with PHI fields scoped by role.
Encrypted documents
Referral packets, evaluations, signed POC, and consents stored in Google Cloud Storage, encrypted at rest, versioned, and access-logged.
Guardian relationships
Multiple guardians per client with relationship type, contact preferences, portal access, and who is authorized to sign.
Insurance on the record
Payer, member ID, plan details, and the latest 270/271 eligibility result live on the Insurance tab, not in a sticky note.
Activity & audit timeline
Every fax link, stage change, document upload, signature, and eligibility check is timestamped with who did it.
Linked from fax and intake
A referral creates the record; inbound faxes and OCR-extracted data attach to it. No duplicate clients, no re-keying.
How it works
From referral to a complete record
- 01
Referral creates the record
The moment a fax, web form, or phone call becomes a referral card, TargetFlo creates the client record behind it.
- 02
Guardians and insurance attach
Front office adds guardians and payer details; the Insurance stage writes the eligibility result to the record.
- 03
Documents flow in
Fax pages, evaluations, and portal uploads land on the Documents tab — encrypted, versioned, and linked to the stage that needed them.
- 04
The timeline tells the story
Six months later, anyone with access can see exactly what happened, when, and who did it.
Guardian relationships
Families are more than one contact field
ABA clients are children. The people you actually talk to — and who must sign — are guardians, and there is often more than one. TargetFlo models each guardian as a first-class relationship on the client record.
- Relationship type (mother, father, legal guardian, foster parent) and preferred contact method
- Per-guardian portal login with scoped visibility into their child's record
- Signing authority flag: only authorized guardians can e-sign the POC and consents
- Contact history — SMS reminders, emails, and portal invitations — on the timeline
Client · CLI-1042
██████ ██████
- Date of birth
- ██/██/20██
- Diagnosis
- F84.0
- Primary payer
- BCBS NC
- Location
- Raleigh
- Referral
- REF-2481
- Coordinator
- M. Rivera
Guardians
- ██
██████ ██████
Mother · primary · portal active
- ██
██████ ██████
Father · can sign POC
Recent activity
- Fax linked · referral packet (4 pp)
- Eligibility: active · BCBS NC
- POC drafted by clinician
- Portal invite sent to guardian
Document storage
Every document, encrypted, versioned, and attached to a stage
Documents in TargetFlo are stored in Google Cloud Storage with encryption at rest and in transit. Each one is linked to the pipeline stage that required it, so a missing packet is a visible gap, not a surprise.
| Document | How it arrives | Who sees it |
|---|---|---|
| Referral packet | Fax inbox · OCR | Intake coordinator, clinician |
| Diagnostic evaluation (ADOS-2) | Fax or external provider portal | Clinician, coordinator |
| Insurance card / eligibility result | Front office · 270/271 check | Front office, coordinator |
| Plan of Care (signed) | Clinician draft · guardian e-sign in portal | Clinician, guardian, coordinator |
| Consents & authorizations | Versioned template · guardian e-sign | Guardian, compliance, coordinator |
| Authorization letter | Fax or payer portal upload | Coordinator, billing |
Google Cloud Storage
Encrypted object storage; TargetFlo holds the pointer and the access rules, not a copy in a shared drive.
Role-scoped access
Guardians see their child's documents; RBTs see only what their role allows; every download is logged.
Versioning
Re-uploaded evaluations and revised consents keep prior versions so you can prove what was signed and when.
Activity & audit timeline
Six months from now, you can answer “what happened?”
Every event on a client — stage changes, fax links, document uploads, signatures, eligibility checks, portal logins, broadcasts — is written to a timestamped timeline with the actor's name. It doubles as the HIPAA audit trail for that record.
- Stage moves with the coordinator who made them and the checklist item that unblocked it
- Fax links, OCR confidence, and which pages were attached
- Document views and downloads by user and role
- Guardian e-signatures with timestamp and consent version
Activity · CLI-1042
Fax linked
Today 09:12
Referral packet · 4 pages · 98% OCR confidence
by M. Rivera
Eligibility check
Today 09:20
270/271 · Coverage active · BCBS NC PPO
by M. Rivera
Stage changed
Yesterday
Insurance → Pending Documents
by M. Rivera
Guardian added
Sep 8
Mother · primary · portal invite sent
by Front office
Record created
Sep 8
From referral REF-2481 · New Intake
by System
Staff visibility
The right people see the right record
Access to a client record follows role and location. The PHI schema is isolated from operational data, so task boards and dashboards can show counts without exposing names.
- Intake coordinators: full record for clients at their location
- Clinicians / BCBAs: full record for assigned clients, POC drafting and signing
- RBTs / BTs: assigned clients only, with clinical fields limited to what their role needs
- Front office: demographics, guardians, insurance, and document status
- Guardians: their own child's documents, consents, POC, and care team via the parent portal
- External providers: only the evaluation or POC items shared with them
- Organization admins: every location, with the audit timeline for every record
- Every access is logged; PHI never appears in SMS thanks to the PHI guard
FAQ
Client record FAQs
Related features
See a referral become a complete client record
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.