ABA referral and intake software
Capture inbound faxes, extract referral details with OCR, verify the physician referral and move each child through a visible pipeline to enrollment.
In short
ABA referral and intake software turns inbound faxes and forms into a tracked pipeline. NeuroOps, built by TWO44, ingests faxes through RingCentral, uses OCR to read them, checks that a physician referral is dated within 12 months, runs insurance and authorization stages, and enrolls the client only when the authorization outcome is recorded.
By TWO44 Software Solutions · Last updated
The problem
What breaks in these practices
Without
- Referral faxes buried in a shared inbox.
- No one knows which stage a child is in.
- Wrong referral dates copied from the document.
- Intake data re-entered in three tools.
With TWO44
- Referral expiry rule. The referral must be within 365 days; otherwise a new one is requested.
- Fax inbox and OCR. Inbound faxes captured, reviewed and processed.
- Editable extracted dates. Staff can correct a start date the OCR read wrongly.
- Pipeline stages. Insurance check, assessment scheduling, authorization.
- Tasks and checklists. Typed tasks with owners instead of a shared inbox.
What we build
Systems and sites made for your workflow
Want to see this on your own workflow?
How it works
From a free call to a working system
- 1
Free walkthrough
We map your referral to first-session pipeline as it runs today and pick the costliest gap.
- 2
Build the first module
One workflow goes live first, with role-based access and audit logging from day one.
- 3
Expand location by location
Add modules and sites once staff trust the first one.
Proof
Work in healthcare
Real practices, real systems. Each case study covers the problem, what we built and the result.
Security
HIPAA-conscious by design
We build with the HIPAA Security Rule in mind. Compliance depends on how your practice operates the system, so we do not claim blanket "HIPAA compliant" status. Here is what we put in place.
Business Associate Agreements
We sign BAAs where we handle PHI for a client, and use hosting and vendors that will sign theirs.
Access controls
Role-based access so staff only see the clients and locations they work with.
Audit logs
Who viewed or changed a record, and when, so you can answer an auditor.
Read the HHS HIPAA Security Rule summary or our HIPAA-conscious cloud hosting for ABA apps.
FAQ
Common questions
How does NeuroOps know when a referral expires?
It stores the date the physician wrote the referral and where that date came from, then computes expiry as 365 days later and blocks advancing until it is verified.
Can we keep our fax provider?
NeuroOps integrates with RingCentral for inbound faxes. Other providers are scoped in the walkthrough.
Where does the family fill in forms?
We build a digital intake that feeds the same pipeline so staff do not re-key data.
See it on your workflow
A short call. We show how intake, referrals and data collection would work for your practice.