A closed loop, not a handoff.
Families fall through the cracks when a referral changes hands and no one owns what happens next. Here's the path every case follows in Case Pilot.
Referral received
A court, caseworker, attorney, therapist, agency, school, or family submits a secure referral — with the reason, requested services, urgency and safety concerns, court or agency requirements, insurance/Medicaid/private-pay/scholarship information, and supporting documents. A unique referral ID is created and the sender gets confirmation (no sensitive details in ordinary email or text).
Referral reviewed & matched
Case Pilot confirms which services are needed, which qualified provider fits, whether financial assistance is needed, what authorizations are required, and how quickly the family must be contacted. The matching engine recommends a provider who offers the right services and accepts the right way to pay.
Provider assigned
The referral is sent to the provider, who accepts, declines, or requests more information, assigns a staff member, and schedules the first appointment. Because the referrer can see whether the family was contacted and connected, this is a true closed-loop referral.
Services delivered
Providers document their work in provider-specific workflows — supervised visitation (attendance, parent-child interaction, safety, coaching, progress, incidents, next steps) or treatment (intake, goals, attendance, progress, outcome measures, referrals, discharge). Case Pilot tracks the coordination, not the clinical record.
Reports generated
The platform turns structured data into clean reports for authorized recipients — supervised-visitation reports, monthly caseworker updates, treatment-participation summaries, referral-status reports, family-stabilization progress, scholarship-utilization, and program-outcome reports. Courts and caseworkers receive only what they're legally authorized to see.
Outcomes measured
Case Pilot measures whether the family improved, not just whether a service occurred: time to first contact, time to first appointment, acceptance rate, attendance, participation, goal progress, engagement, report timeliness, successful closure, and reunification or placement-stability progress.