Intake & Referrals
Live todayABA intake management software built around nine stages
Turn every fax, web form, and phone call into a referral card with an owner, a checklist, and a next step — from New Intake to Enrolled.
New Intake
2BCBS NC
Medicaid
Insurance
1Aetna
Pending Docs
2UHC
Cigna
Diagnostics
1BCBS NC
POC
1Medicaid
What is TargetFlo Intake & Referrals?
TargetFlo Intake & Referrals is a referral intake pipeline for ABA therapy centers. It replaces the fax-inbox-and-spreadsheet workflow with a nine-stage kanban board where each referral has an owner, a stage checklist, and a linked client record. Eligibility checks, documents, assessments, and the Plan of Care attach to the card as it moves toward enrollment. See how it connects to the Client & Family Hub and the Fax Inbox.
The 9-stage pipeline
Every referral, one visible path
Stages are explicit so that “where is this family?” has a one-word answer.
- 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.
| Stage | What happens |
|---|---|
| New Intake | Referral received; client record created. |
| Insurance | Eligibility verification and coverage context. |
| Pending Documents | Guardian contacted, waitlist, hold, or cold lead. |
| Diagnostics | ADOS-2 scheduling, intake packets, full evaluation path. |
| FBA | Functional Behavior Assessment scheduled and completed. |
| POC | Plan of Care drafted, clinician signed, parent signed. |
| Pending Authorization | Physician verification, auth submitted, pending → authorized. |
| Enrolled | Active therapy case; staff assignment. |
| Closed | Not accepted, DNC, discharged, or closed. |
How it works
From first contact to active case
- 01
Referral arrives
Fax, web form, phone, or provider portal. TargetFlo creates the card and the client record.
- 02
Coordinator owns it
Assignment, stage checklist, and follow-up date are set the moment the card exists.
- 03
Stages advance with evidence
Eligibility results, signed documents, and completed assessments move the card forward.
- 04
Enrolled or closed
Active cases get staff assignment; closures capture the reason for leadership reporting.
Capabilities
What intake coordinators get
Kanban pipeline board
Drag referrals across nine stages. Every card shows payer, owner, age in stage, and next action.
Stage checklists
Each stage carries its own checklist — eligibility run, packet sent, ADOS-2 scheduled, POC signed — so nothing is assumed.
Client record on first touch
A referral creates the client record immediately. Guardians, documents, and insurance attach to it from day one.
Website lead ingest
Web inquiry forms and job applications land in TargetFlo as leads, not in a shared inbox.
Owners and follow-ups
Assign an intake coordinator per referral; overdue follow-ups surface on the dashboard and in tasks.
Multi-location views
Filter the pipeline by location, payer, or stage. Leadership sees the whole organization; coordinators see their queue.
Eligibility in the Insurance stage
Run a real-time 270/271 check before a family waits on documents that may never be covered.
Closed with a reason
Not accepted, do-not-contact, discharged, or closed — every exit is recorded for reporting.
Built for ABA
Diagnostics, FBA, and POC are stages — not notes in a spreadsheet
Generic CRMs stop at “qualified lead.” ABA intake has clinical milestones between the referral and the first session, and each one has a document, a signature, or a scheduled event behind it.
- Diagnostics stage tracks ADOS-2 scheduling, intake packets, and the full evaluation path
- FBA stage records when the Functional Behavior Assessment is scheduled and completed
- POC stage requires clinician signature and parent signature — captured in the parent portal
- Pending Authorization tracks physician verification, submission, and approved status
- 1Intake
- 2Insurance
- 3Documents
- 4Diagnostics
- 5FBA
- 6POC
- 7Authorization
- 8Enrolled
- 9Closed
FAQ
Intake pipeline FAQs
Related features
See your referral flow on the 9-stage pipeline
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.