Every handoff in intake is a chance for a family to wait. These seven steps are the backbone of the pipeline in our referral and intake software.
In short: A good ABA intake process captures the referral, verifies the physician order is recent, checks insurance, collects guardian consents and documents, schedules the assessment, submits and records the authorization, and enrolls the client only after the authorization outcome is recorded.
1. Capture the referral in one place
Faxes, emails and portal referrals should land in a single inbox that turns into a record, not a pile.
2. Verify the physician referral
Confirm the order is dated within 12 months and whether a prior authorization is required.
3. Check insurance
Verify coverage and benefits, and record the result against the client.
4. Collect guardian consents and documents
Capture HIPAA acknowledgment, consents, identification and diagnosis documents digitally.
5. Schedule the assessment
Assign a BCBA and book the assessment using real availability.
6. Submit and record the authorization
Create the draft from the approved plan, submit, then record the payer decision with approved hours per code.
7. Enroll and hand off to scheduling
When the outcome is recorded, enroll the client and generate the draft schedule.
Frequently asked questions
Can intake be automated?
Parts can: fax capture, OCR, task creation and status tracking. Clinical and eligibility decisions stay with staff.
Take the 2-minute workflow check to find your slowest handoff.