Platform Overview
Live todayOne ABA operations platform for every location, role, and referral
TargetFlo connects intake, fax, eligibility, clients, tasks, the parent portal, and workforce on a single HIPAA-aware architecture — so multi-location ABA providers run on one system instead of nine inboxes.
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
What is the TargetFlo platform?
TargetFlo is an ABA operations platform for multi-location therapy providers. It is multi-tenant, role-based, and organized around a nine-stage referral pipeline, with every module — intake, clients, fax, eligibility, tasks, portal, and workforce — reading and writing the same records. Protected health information sits in its own isolated schema, separate from the operational data that powers dashboards and task boards.
- Stage intake pipeline
- 0
- Built-in user roles
- 0
- Schema HIPAA-aware architecture
- 0
- Fax provider integrations
- 0+
Modules
Everything an ABA center runs on, in one place
Nine modules are live today. Scheduling, session notes, and billing are built into the same data model and rolling out in product releases.
Intake & Referrals
9-stage kanban pipeline with stage checklists, owners, follow-ups, and website lead ingest.
Client & Family Hub
360° client record: overview, documents, guardians, insurance, and a full activity timeline.
Fax Inbox
RingCentral sync, triage queue, Gemini OCR extraction, and one-click link to a client or referral.
Insurance & Eligibility
Real-time 270/271 eligibility checks (Stedi-compatible) with payer mapping at the Insurance stage.
Operations & Tasks
Kanban tasks with checklists, priorities, due dates, and assignments across every location.
Parent Portal
Guardians view documents, sign the Plan of Care and consents, and see who is on their child's team.
Workforce
Employee directory with Google Workspace provision, suspend, and offboard tied to the employee record.
Training & Compliance
Course builder with video/PDF chapters, MCQ tests, certificates, and versioned consent/SOP templates.
Communications
SMS and email broadcast to families and staff with a PHI guard on every outbound text.
Scheduling
Availability, recurring bookings, and session instances tied to authorized units.
Session Notes
Clinical documentation attached to each session instance, ready for claims.
Billing & Claims
Authorization management UI and claims submission with ABA CPT codes 97151–97158 and H0032.
HIPAA-aware architecture
Four schemas. PHI isolated from everything else.
TargetFlo is designed so that operational data — pipeline counts, task load, fax queue status, training completion — never has to live next to a client's name, date of birth, diagnosis, or insurance ID. That separation is a design principle, not a setting.
- public: reference data shared across tenants (payers, CPT codes, stage definitions)
- ops: referral cards, tasks, fax queue status, and other workflow data
- identity: users, roles, location membership, and the audit log
- phi: client identity, diagnosis, insurance, and documents — isolated, encrypted, access-logged
| Schema | Holds | Examples |
|---|---|---|
| public | Reference data shared across tenants | Payer lists, CPT codes, pipeline stage definitions |
| ops | Operational workflow data | Referral cards, tasks, fax queue status, training completion |
| identity | Accounts, roles, and access | Users, role assignments, location membership, audit log |
| phi | Protected health information, isolated | Client names, DOB, diagnosis, insurance IDs, documents |
Roles & permissions
Eight roles. Each one sees exactly what it needs.
Role-based access is scoped by organization and location. A coordinator in Charlotte never sees Raleigh's queue unless you say so; a guardian only ever sees their own child.
Organization admin
- Sees
- Every location, every module, every user.
- Does
- Configures locations, roles, pipeline checklists, templates, and integrations.
Location admin
- Sees
- One location's pipeline, clients, tasks, and staff.
- Does
- Manages the local queue, assigns coordinators, and reviews location KPIs.
Intake coordinator
- Sees
- Referral cards, fax inbox, eligibility results, and follow-ups they own.
- Does
- Moves referrals through the nine stages and clears the fax triage queue.
Clinician / BCBA
- Sees
- Assigned clients, assessments, Plan of Care status, and supervision tasks.
- Does
- Signs the POC, reviews diagnostics, and completes clinical checklist items.
RBT / BT
- Sees
- Their assigned clients, training courses, consents, and tasks.
- Does
- Completes required courses and SOP acknowledgements; sees only what they need.
Front office
- Sees
- Incoming leads, guardian contact info, document status, and broadcasts.
- Does
- Creates referrals from calls and web forms, requests documents, and sends reminders.
Guardian
- Sees
- Their child's documents, consents, Plan of Care, and care team.
- Does
- Uploads documents and signs the POC and consents from the parent portal.
External provider
- Sees
- Only the assessments or POC items shared with them.
- Does
- Volunteers and external doctors submit evaluations through a scoped portal.
How modules connect
One record, nine hand-offs, zero re-keying
A referral that arrives by fax becomes a client record, an eligibility result, a set of tasks, a signed Plan of Care, a staff assignment, and a training requirement — without anyone typing the same name twice.
- 01
Intake
A referral creates the client record and the first stage checklist.
- 02
Clients
Guardians, documents, and insurance attach to the record from day one.
- 03
Fax
Inbound faxes are OCR'd and linked to the referral or client.
- 04
Eligibility
A 270/271 check writes coverage context into the Insurance stage.
- 05
Tasks
Stage checklists spawn tasks with owners and due dates.
- 06
Portal
Guardians sign the POC and consents; the card advances.
- 07
Workforce
Enrolled clients get staff assignments from the employee directory.
- 08
Training
Assigned staff must hold current certificates and SOP sign-offs.
- 09
Communications
Reminders and broadcasts go out with a PHI guard on SMS.
Dashboard KPIs
Leadership sees the whole organization on one screen
Metric cards load independently so the dashboard is fast even across many locations. Every number links to the filtered list behind it.
- Open referrals by stage, payer, and location — with age-in-stage
- Eligibility verified rate at the Insurance stage
- Faxes waiting for triage and average time to link
- Tasks due today, overdue, and by assignee
- Training completion and expiring certificates by role
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
Who it's for
Built for multi-location ABA providers
TargetFlo fits centers that have outgrown a shared fax inbox and a spreadsheet — usually two or more locations, a dedicated intake coordinator, and a growing RBT workforce.
Intake and operations leadership
Know where every family is, which coordinator owns them, and how long they have waited — across all locations, without asking.
Clinical directors and BCBAs
Diagnostics, FBA, and POC are pipeline stages with checklists and signatures, not notes buried in a spreadsheet column.
HR, compliance, and front office
Provision a new RBT's Google Workspace account from the employee record, assign required courses, and track consent versions in one place.
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
Platform FAQs
Related features
See the whole platform 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.