Every family answered.
Every intake finished.
Carelu runs your intake from the first message to a complete, benefits-verified intake packet, so your team spends its time with families who are ready to start.
Intake isn’t a paperwork problem. It’s a broken process.
A family who reaches out wants to know two things: am I qualified, and when can we start? Today, every step between that question and a finished intake is a chance to lose them.
Forms lose families before intake starts
Ask too much and fewer families fill it out. Ask too little and you’re sorting spam and families you can’t serve.
You’re always playing defense
A parent reaches out ready to start, then waits for a callback. Your team has to catch them, then catch them again for the packet, the diagnosis and the insurance card.
Intake takes weeks, or leaks
Every handoff is a chance to lose a family to whichever provider got them through intake first.
Nobody can see where anyone is
Who asked for an evaluation? Who’s missing a diagnosis? Who stopped on page four? It’s spread across a CRM, an inbox and someone’s notes.
Illustrative. The same family, the same Friday night.
Wherever a family comes in, Carelu is there first
Chat, your website form, a phone call, a Facebook ad or a doctor’s referral. It doesn’t matter. Every first touch gets the same instant answer and the same path to a finished intake.
Website form
A short form that looks like yours. The family gets their answer and lands in your intake in the same visit, with their details already filled in.
Whichever way they come in, the next step is the same: an instant answer.
How Carelu does it, step by step
Follow one family from the first message to a finished intake, and see what your team sees on the other side.
One system for your whole front office
Each piece works on its own. Together they take a family from new to intake complete without your team chasing anyone.
Intake forms and website form
A short form on your site that looks like yours, leading straight into your full intake. Instant verdict, e-signatures, document upload, save and resume, on your own web address.
Diagnosis and records
Uploaded documents are read and checked: a referral isn’t mistaken for a diagnosis, and an out-of-date report is flagged. No report? The family looks up their doctor and a release is generated.
Verification of benefits
Coverage, carve-outs and out-of-pocket costs, checked automatically and reviewed by a specialist. Medicaid usually in minutes, commercial plans the same day.
Follow-ups that know each family
Emails and texts that ask for exactly what’s missing, from your coordinator’s own address and number, with a link back to the exact step. You approve before anything is sent.
Phone agent and Power Dialer
An AI phone agent answers after hours and when your team is busy. When a new family comes in, the Power Dialer connects your coordinator to them right away.
AI chat
Answers families’ questions about ABA and your services, qualifies them, and hands them into the same intake. Plus a careers bot for BCBA and RBT applicants.
Pipeline, tasks and inbox
Every family’s stage, owner and next step. Routing by state, language or lead source. Email and text in one inbox, with every conversation on the family’s record.
Playbooks and Reporting
“We now take Cigna in Georgia”: reach every family you turned away for it, in one step. Ask Reporting anything in plain English, down to cost per completed intake by channel.
First to every family, on every channel
Families reach out to more than one provider. The one that gets to them first, while they’re still ready, usually wins. Carelu gets there first.
Keep the system your team already uses
Carelu keeps it up to date with every family, answer, document and stage, from the first message to intake complete.
Your intake, not a template
We build Carelu around how your practice already works, and change it whenever you do.
- Rules per state: ZIPs, ages, insurers, diagnosis
- In home, in clinic, or both
- Your questions, your releases, your order
- Your branding, on your own web address
- Routing by state, language or lead source
- Follow-up wording, timing and sender
- Stage names that match your CRM
- English and Spanish
We build it with you
Your rollout
- Week 1We build your intake from your packet, your rules and your CRM.
- KickoffWe walk your intake team through it, state by state.
- Go liveOur form goes on your site and families start flowing in.
- Weeks 2–3Follow-ups, texting, the phone agent and Reporting switched on.
Security and trust
- HIPAA compliant. We sign a Business Associate Agreement.
- Your data is yours. We process it on your behalf and delete it on request.
- Valid e-signatures on every release and consent.
- Our phone agent always tells callers it’s an AI, on a recorded line. Any caller can ask for a person.
- Text consent recorded, and STOP always honored.
What’s next
We’re building toward running your entire front office.
- Virtual faxReferrals and records filed on the right family automatically.
- Prior authorizationsFrom verified benefits to an approved start.
- HiringRecruiting BCBAs and RBTs, from early 2027.
See your own intake running on Carelu.