About TargetFlo
We build ABA therapy center software so no family is lost between the fax and the first session
TargetFlo started with one operational failure we kept seeing: referrals arriving by fax, sitting in an inbox, and quietly disappearing. Everything we have built since is about making that impossible.
What is TargetFlo?
TargetFlo is an ABA operations platform that turns referrals and faxes into structured intake, coordinated work, and a path to full center operations on one HIPAA-aware architecture. It is live today for intake, CRM, fax, eligibility, scheduling and authorizations, data collection and session notes, billing and claims, tasks, parent portal, workforce, and training.
Mission
Stop losing families between the fax and the first session
A referral is a family asking for help. When it sits unread in a fax inbox, gets re-keyed into a spreadsheet, or waits three weeks for an eligibility answer, the family waits too. TargetFlo gives every referral an owner, a stage, and a next step from the moment it arrives.
- Stage intake pipeline
- 0
- Fax providers supported
- 0+
- Schema HIPAA-aware architecture
- 0
- Modules live today
- 0
Why ABA
ABA intake is not a sales funnel
Generic CRMs stop at “qualified lead.” Between an ABA referral and the first billable session there is an eligibility check, a diagnostic evaluation, a Functional Behavior Assessment, a Plan of Care with two signatures, and an authorization. Each has a document, a date, and a person responsible. TargetFlo models all of them as stages instead of notes.
- Diagnostics, FBA, POC, and Pending Authorization are pipeline stages with their own checklists
- CPT 97151–97158 and H0032 are modeled for the authorization-to-claim path
- Parents, RBTs, BCBAs, and external providers each get the access they need — nothing more
- Multi-location by design, because most growing ABA providers are
Values
How we decide what to build
Clarity over cleverness
Every referral has a stage, an owner, and a next step. If a coordinator cannot answer “where is this family?” in one word, we have not done our job.
Honesty about the roadmap
Every feature is labeled Live or Coming soon on every page. We do not sell features that are not live.
HIPAA-aware by default
PHI lives in its own schema, SMS has a PHI guard, AI touches non-PHI aggregates only, and audit trails are on for everyone. Security is not a plan tier.
Built with operators
Intake directors, BCBAs, and front-office leads shape the pipeline stages, checklists, and portal flows. We ship what centers actually run.
ABA specifically
Diagnostics, FBA, POC, and authorization are pipeline stages, not custom fields bolted onto a generic CRM. CPT 97151–97158 are modeled, not typed in.
Bring your own tools
Your fax provider, your Google Workspace, your eligibility clearinghouse. TargetFlo normalizes the inputs instead of forcing a rip-and-replace.
How TargetFlo came together
One operational problem at a time
Each module was added because a center hit a wall. The order tells you what hurt most first.
- 01
Referrals
The first build was a 9-stage intake pipeline — New Intake through Enrolled — with a checklist at every stage.
- 02
Fax
Referrals arrive by fax, so the inbox came next: RingCentral sync, OCR, AI extraction, and one-click linking to a client.
- 03
Eligibility
Coverage surprises were killing enrollment timelines. Real-time 270/271 checks moved into the Insurance stage.
- 04
Portal
Parents needed to sign the Plan of Care from a phone. The parent portal added documents, consents, and staff visibility.
- 05
Workforce
Onboarding an RBT meant a day in Google Admin. The employee directory now provisions, suspends, and offboards accounts.
- 06
Scheduling & billing
Authorization → session → note → claim is modeled in the architecture and rolling out in product releases.
How we build
Live versus roadmap, on every page
We label features so you never have to guess. Live means customers use it today. Coming soon means it is built into the architecture and rolling out in releases.
Live today
Live today- 9-stage referral intake pipeline (kanban board)
- Client CRM with overview, documents, guardians, insurance, activity timeline
- Fax inbox: RingCentral sync, triage, OCR, AI extraction, link to client/referral
- Real-time insurance eligibility checks (270/271) with payer network directory and Stedi-compatible payer ID mapping
- Operational tasks with checklists, priorities, due dates, assignments
- Parent portal: documents, POC signing, consents, staff visibility
- Parent & guardian directory: org-wide search, portal sign-in status, linked clients, SMS, and consents
- ADOS-2 structured reports with Gemini compose assist and PDF export
- 14-section child assessment with AI assist and PDF export
- Plan of Care / BIP with NC Medicaid CCP 8F checklist alignment and parent e-signature
- Employee directory with Google Workspace provision/suspend/offboard
- Consent/SOP templates with e-signatures and versioning
- Course builder: video/PDF chapters, MCQ tests, certificates
- SMS and email broadcast with PHI guard on SMS
- Multi-location organization admin
- Dashboard KPIs
- Website lead and job application ingest
- External provider portal (volunteers, external doctors)
- Client staffing board: assign therapists to enrolled clients by location
- YouTube or uploaded video chapters with completion certificates (PDF and email)
- Spanish dashboard UI for front-office and clinical teams
- In-app notification inbox with read, bookmark, and mark-all-read controls
- Website job application pipeline with hire workflow into employee records
- Client authorizations: one line per CPT code, units as the source of truth, utilization from the calendar
- Team and client calendar: recurring sessions against authorizations, availability, leave impact, and suggested team members
- Session data collection on a tablet or phone: trials, prompts, frequency, duration, latency, intervals, task analysis, and ABC
- Target graphs with phase lines and mastery criteria for BCBA review
- Session notes with e-signature, 48-hour due time, and signed addenda — signing makes the session billable
- Claims: charge capture, scrubber, review queue, 837P submission through Stedi, 277CA acknowledgments
- ERA (835) payment posting, unmatched and manual payments, and a denials work queue
- Revenue view: billed vs collected, AR aging, held charges, and monthly collections
- Clinical programming library and AI-assisted Plan of Care builder with policy-as-data checklists
- Claude and ChatGPT connectors (MCP): staff ask operational questions, scoped by role, never PHI
- Operations report: work queues with aging, staff report cards, sign-in and compliance health
- In-app help on every screen and a role-based what's-new feed
On the roadmap
Coming soon- Microsoft 365 / Entra ID workspace integration
- Offline data collection (sessions are online-only today)
- Supervisor co-signature and caregiver signature on session notes
- Secondary-payer (COB) claims
Next up on the roadmap. Already live: Scheduling, Data Collection, Billing & Claims, and the AI connectors.
FAQ
About TargetFlo FAQs
See what we built, on your referral flow
A 30-minute demo walks through the 9-stage pipeline, the fax inbox, eligibility, and the parent portal — and shows you exactly where the roadmap stands.