The AI-powered intake platform that transforms patient care.
Automate referrals, insurance verification, scheduling, and caregiver engagement — built for ABA, OT, Speech & PT clinics.
The Problem
Managing Patient Intake Shouldn't
Slow Down Care.
Therapy clinics across the country are losing time, revenue, and patients to preventable administrative failures.
Manual Paperwork
Staff spend hours on repetitive data entry, faxing records, and chasing missing forms from families.
Stalled Intakes Go Unnoticed
Nobody knows where each family got stuck, a missing form, an unsigned consent, or an unanswered call. Follow-ups happen late, and families drop off.
Lost Referrals
Referrals slip through the cracks in emails and spreadsheets, costing clinics new patients and revenue.
Scheduling Bottlenecks
Coordinating therapist availability and authorized hours is a time-consuming manual process.
Parent Communication Gaps
Caregivers feel uninformed about progress, goals, and next steps, leading to disengagement and dropout.
Documentation Overload
BCBAs and clinicians spend more time writing notes and reports than delivering therapy.
Platform Features
Everything Your Clinic Needs
From Referral to Active Care
One integrated platform that handles every step of the patient journey — no duct tape or disconnected tools.
Smart Intake Forms
Dynamic digital intake forms with e-signatures, conditional logic, and document uploads. Families complete intake from any device in minutes.
Smart Intake Tracking & Follow-Ups
See exactly where every patient's intake is stuck, then send automatic, timely reminders to families and staff so onboarding keeps moving.
Clinical Documentation
Generate medical necessity statements, treatment summaries, and clinical notes using AI trained on clinical best practices.
Therapy Schedule Generator
Generate complete therapy schedules based on requested hours, staff availability, and clinic-defined preferences automatically.
Parent Portal
Caregiver onboarding, document upload, messaging, SMART goals, questionnaires, and daily progress logging in a family-friendly portal.
Staff & Case Management
Manage referrals, assign therapists, track case status, approvals, and clinical workflows across your entire team and caseload.
Analytics Dashboard
Track intake conversion rates, case progress, bottlenecks, staff productivity, and overall clinic performance with real-time insights.
Interactive Product Tour
See IntakeOff in action. Every screen.
Swipe or tap through key screens and let your team see the platform working from day one.Click through key screens and let your team see the platform working from day one.
AI-Powered
Powered by Intelligent Clinical Automation
Our AI doesn't replace clinical judgment — it eliminates the administrative burden so clinicians can focus on what matters.
Generate detailed clinical narratives automatically
Based on the patient's DSM-5 diagnosis, clinical history, assessments, and therapy needs — your AI drafts complete medical necessity statements in seconds.
Weekly schedule, built in seconds
Enter authorized hours. AI distributes sessions intelligently across staff availability.
Instant clinical overview
Summarize intake forms, uploaded documents, and assessments into a concise clinical overview — ready before the first session.
Keep families informed & engaged
Recommend SMART goals, personalized questionnaires, reinforcement messages, reminders, and caregiver activities — automatically.
Turn data into
better outcomes.
Visualize referral flow, wait times, approval accuracy, and staff efficiency so leaders can act sooner — not after the damage is done.
Track referral and intake progress in real time
Monitor staff efficiency across your full team
See approval accuracy and insurance wait times
Surface bottlenecks before they slow your caseload
Empower your people to
do more.
Give staff one place to see what needs attention, who owns it, and what happens next — so no case falls through the cracks.
Reduce administrative burden on frontline staff
Improve communication between coordinators and clinicians
Create clearer ownership for every intake task
Build a better caregiver experience from day one
How It Works
From Referral to Active Care
in Seven Steps
Receive Referral
Referral arrives via fax, email, or direct submission and is instantly captured in the pipeline.
Digital Intake
Parents complete a mobile-friendly intake form with e-signature and document upload.
Verifies Insurance
Extracts insurance details. Checks eligibility and add approved hours.
Docs Generated
Medical necessity statements and clinical summaries are generated by AI.
Supervisor Reviews
BCBA or supervisor reviews AI output, makes edits, and approves with one click.
Schedule Generated
AI builds a complete weekly therapy schedule based on staff availability.
Patient Starts
Family onboarded to the parent portal. Therapy begins with full documentation in place.
Receive Referral
Referral arrives via fax, email, or direct submission and is instantly captured in the pipeline.
Digital Intake
Parents complete a mobile-friendly intake form with e-signature and document upload.
Verifies Insurance
Extracts insurance details. Checks eligibility and add approved hours.
Docs Generated
Medical necessity statements and clinical summaries are generated by AI.
Supervisor Reviews
BCBA or supervisor reviews AI output, makes edits, and approves with one click.
Schedule Generated
AI builds a complete weekly therapy schedule based on staff availability.
Patient Starts
Family onboarded to the parent portal. Therapy begins with full documentation in place.
Why Clinics Love IntakeOff
Real outcomes from therapy clinics across the country.
0%
Less paperwork
Administrative burden reduced dramatically
0%
Faster intake
Average intake completion time
0%
Less admin work
Reduced administrative workload
0%
Faster approvals
Insurance authorization speed
0%
Document accuracy
AI-assisted documentation precision
Simple, Transparent Pricing
No setup fees. No contracts. Start your free trial today.
Our Team
At IntakeOff, our team is dedicated to pushing the boundaries of technology. Each member brings unique skills and perspectives, driving innovation and excellence in every project.
CEO/Founder
Delonte Jones, BCBA, LBA-VA
Developers & Tech Team
Uniqual iTech
App Supporters
ABAzing
Frequently Asked Questions
Everything you need to know about IntakeOff.
Yes, IntakeOff is built with HIPAA compliance as a core requirement. All data is encrypted in transit and at rest, and we sign BAAs with all clinic partners.
Absolutely. You can fully customize intake forms with conditional logic, custom fields, e-signature requirements, and document upload capabilities.
Yes. IntakeOff supports multi-location clinics with workspace-level separation, centralized reporting, and location-based staff assignments.
Yes. Manager have full control over authorized hour limits, and schedule generation rules for each patient.
Start your free trial
Spend Less Time Managing Intake.
More Time Caring for Patients.
Join hundreds of therapy clinics already using IntakeOff to automate intake, verify insurance, and streamline patient onboarding.
No credit card required · HIPAA Ready · Cancel anytime