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 — then carries every client from authorization to scheduled session, session data, signed note, and paid claim on one HIPAA-aware architecture.
Built for multi-location ABA providers · Live: intake, scheduling, data collection, billing & claims, 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
- Clinical forms with AI assist
- 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 with ADOS-2 reports, child assessments, and Plans of Care, verifies insurance eligibility in real time with a searchable payer network directory, staffs enrolled clients from a staffing board, tracks every guardian in a parent directory with portal sign-in status, coordinates tasks across locations, and gives parents a portal to review and e-sign the Plan of Care — all on one HIPAA-aware architecture on Google Cloud. Explore clinical documentation or the platform overview.
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
Clinical Documentation & POC
ADOS-2 reports, 14-section child assessments, and Plans of Care with Gemini AI assist, PDF export, and parent e-signature.
Learn morePOC type · Initial · Auth period 6 mo
Plan of Care / Behavior Intervention Plan
Skill acquisition goals
| Goal | Baseline | Mastery | Target |
|---|---|---|---|
| Mands for 10 preferred items | 2 / day | ≥ 10 / day × 3 sessions | Sep 2026 |
| Two-step directions | 20% | 80% across 3 people | Nov 2026 |
| Peer greeting on arrival | 0 / 5 | 4 / 5 opportunities | Oct 2026 |
Behavior reduction / BIP
Target
Elopement from table tasks
Function
Escape from demand
Replacement
Request a break (card / vocal)
Insurance eligibility
Real-time 270/271 checks during the Insurance stage — with payer ID mapping and a searchable payer network directory.
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
Client staffing board
Assign RBTs and BCBAs to enrolled clients from a location-aware kanban — tied to the client record.
Learn moreScheduling & authorizations
A team and client calendar whose sessions draw on authorized units per CPT code, with reauthorizations 60 days ahead.
Learn moreOperations & 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 moreData collection & session notes
Trials, prompts, timers, and ABC on any tablet or phone; target graphs; signed notes that make sessions billable.
Learn moreBilling & claims
Charges from signed notes, claim checks, 837P through Stedi, 277CA acknowledgments, 835 ERA posting, denials, and revenue.
Learn moreClinical documentation
Complete ADOS Reports, Child Assessments, and Plans of Care — with AI assist built for ABA centers
Draft structured clinical documentation, export payer-ready PDFs, align to Medicaid CCP 8F checklist standards, and send Plans of Care to parents for review and signature — all in one HIPAA-aware platform on Google Cloud.
ADOS-2 Report
Pipeline: Diagnostics
Structured ADOS-2 report with consensus scoring tables, algorithm domains, and client/assessment metadata. Gemini compose assistant fills empty fields, refines sections, or drafts from context. PDF generation for the payer packet.
- Consensus scoring tables by module
- Algorithm domains: Social Affect, Restricted & Repetitive Behavior, comparison score
- Client and assessment metadata carried from the client record
Child Assessment
Pipeline: Diagnostics → FBA
Fourteen-section child assessment covering identifying information, developmental, medical, and educational history, behavior, communication, adaptive skills, and family context. AI assist and PDF export.
- 14 structured sections with prefill from the client record
- Developmental, medical, educational, and behavioral history
- AI assist per section — clinician reviews every suggestion
Plan of Care / BIP
Pipeline: POC → Authorization
Treatment plan with skill-acquisition goal tables, behavior reduction and Behavior Intervention Plan sections, caregiver training goals, and a clinician-first signature chain. Structure maps to the NC Medicaid CCP 8F checklist and Medicare treatment plan expectations.
- Goal tables with baseline, mastery criteria, and target dates
- Behavior reduction / BIP tables with function and replacement behavior
- Caregiver training goals and consent capture
Parent signature
Clinician signs first. Then the family.
Parents sign in to the TargetFlo Parent Portal to review the Plan of Care after the BCBA signs. SMS notification when the POC is ready — a non-PHI message with a portal link.
Step 1 · Clinician
BCBA completes and signs the Plan of Care
The POC is finished on the client record. The clinician reviews every section and signs. TargetFlo records pocClinicianSignedAt.
Step 2 · TargetFlo
Guardian is notified
An SMS or email tells the parent a document is ready in the portal. The message contains no PHI — only a portal link.
Step 3 · Guardian
Parent reviews the POC in the portal
The guardian signs in on a phone, reads the full Plan of Care, and can see who signed it and when.
Step 4 · Guardian
Attestation and e-signature
The parent confirms they have reviewed the plan, participated in planning, and consents to services, then signs. TargetFlo records pocSignedAt.
Step 5 · Staff
Intake advances; PDF is filed
Staff see both timestamps on the record. The signed PDF lands in the client's documents and the POC stage can complete, opening Pending Authorization.
Referral 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 9 integrations
What we are building next
Intake, scheduling, data collection, session notes, and claims are live on one data model. These are the next releases on top of it.
- Offline data collectionCollect session data with no connection and sync when the device is back online.Learn more
- Co-signed session notesSupervisor co-signature and caregiver signature on session notes.Learn more
- Secondary-payer claimsCoordination of benefits: bill the secondary payer after the primary pays.Learn more
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.