How Automated Is Your Therapy Intake?
Most clinics run intake on a mix of spreadsheets, phone calls, emails, and manual follow-up. Use this checklist to see where your process is still vulnerable.
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Intake Automation Checklist
Answer each of the 10 questions below to get a FREE intake evaluation.
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Intake Contact Information
Your team captures caregiver name, child details, phone number, and email during the first interaction.
Service Matching
Referrals are categorized by therapy type such as ABA, speech, OT, or PT and routed correctly.
Referral Capture System
Every referral from phone, website, fax, physician, or email is entered into one centralized system immediately.
Insurance Verification Workflow
Insurance type is captured early and verification is assigned as part of the intake workflow.
Follow-Up Reminders
Your team receives reminders when a referral has not been contacted within a defined timeframe.
Intake Status Tracking
Every referral has a clear status such as new referral, contact attempted, insurance verification, ready to schedule, or scheduled.
Scheduling Triggers
Once required intake steps are completed, the referral automatically moves to scheduling.
Waitlist Visibility
Staff can instantly see how many referrals are waiting and where each family sits in the intake process.
Referral Source Tracking
Your clinic can see where referrals come from such as pediatricians, schools, hospitals, case managers, or website leads.
Conversion Visibility
Clinic leadership can see how many referrals convert into active clients and where drop-off happens.
Ready to Move Away from Spreadsheets, Memory, and Disconnected Follow-Up?
Theraprove helps pediatric therapy clinics centralize referral intake, waitlist visibility, and next-step follow-up so fewer families fall through the cracks.