The right care, the right provider, a way to pay for it.
Case Pilot takes in a family referral, matches it to a qualified provider based on what the family needs and what they can afford, and tracks every step to a documented outcome — insurance, private pay, or a donation-funded Care Scholarship.
Today, a referral is an email, a phone call, and a spreadsheet — and cost is a dead end.
Families in crisis wait while referrals sit in inboxes. Cases lose their owner. Reports get retyped from scratch. And when a family can't afford care or the provider doesn't take their insurance, the referral simply stops.
Everyone in the file has a reason to be there
Case Pilot is built for the full roster around a family'scase — not just the agency that opens it.
They open the file and need to see it move.
Place a child's case and track it without chasing status by phone.
Sees: Case status and next action
See every open referral in their county in one place, not eight.
Sees: Referral status across their county
Pull a documented service history for a hearing instead of requesting one.
Sees: Documented service history
Refer a student for services and get a status back, not silence.
Sees: Referral status
They do the work the file describes.
Accept a matched referral that already fits their program's capacity.
Sees: The full case record
Confirm coverage before the first visit, not after a denied claim.
Sees: Coverage and eligibility
Document each session once, in a format every partner already accepts.
Sees: The full case record
They need proof the file closed well.
See outcomes tied to the dollars they gave, without seeing a family's name.
Sees: De-identified outcomes only
Match, coordinate, prove
Matches
Each family to a provider who offers the right services and accepts the right way to pay.
Coordinates
The referral end to end — a closed loop with an owner and a next action at every step.
Documents
Services in caseworker-ready reports, generated from structured data instead of retyped.
Measures
Whether the family actually connected, engaged, and improved.
Matching on need and money
Most referral tools stop at “we sent it.” Case Pilot asks two questions up front — what does this family need, and how can they pay — then finds a fit for both.
No insurance, or can't afford care?
We screen the family for a Care Scholarship, funded by donations. If they qualify, it covers part or all of approved services, paid straight to the provider.
Have insurance or Medicaid?
We match to a provider in the network who accepts that plan.
Paying out of pocket?
We match to a provider who takes private pay — and some offer a payment plan so cost can be spread out.
Every provider lists the payment options they accept, so the match is real, not a guess.
Every referral is a file, not a message
Eight steps, three phases, one owner at every stage. Referrers see progress; providers do the work; funders see the outcome — and no one sees more than their role allows.
Every referral, matched and tracked to an outcome.
Case Pilot launches with the three things that fix the most pain first: referral coordination, standardized service documentation, and outcome & caseworker reporting. The provider network and financial-access tools grow from there.
See what closing the loop looks like.
A 30-minute walkthrough on your real workflows — referral, matching, visitation, outcomes, and funding.
Request a demo