One system, from referral to outcome.
Case Pilot sits between the systems you already use — your clinicalrecord, your billing — and coordinates everything in between. A family's path from referral to result becomes one unbroken record instead of a dozen disconnected ones. The first release centers on referral coordination, standardized documentation, and outcome reporting; the modules below make up the full platform.
The eight core areas
Referral portal
Secure referral forms for courts, caseworkers, attorneys, schools, providers, and families — each showing only the fields that apply. Attach court orders and documents, classified by type and sensitivity.
Family case dashboard
One view of a family's services, providers, appointments, documents, funding, deadlines, and progress.
Provider portal
Providers accept or decline referrals, assign staff, update status, complete reports, and submit outcomes — and manage the payment options they accept.
Supervised-visitation module
Structured forms for attendance, observations, coaching, incidents, and signatures, with documents or photos where permitted, and automated report generation.
Treatment-outcomes module
Treatment goals, validated assessments, progress measurement, discharge, and follow-up — without replacing the clinical record.
Workflow & alerts
Notifications for overdue reports, missed appointments, unsigned forms, pending authorizations, expiring releases, and inactive referrals.
Financial-access module
Insurance or Medicaid status, private-pay responsibility, Care Scholarship eligibility and award, authorized services, provider invoices, and payments made directly to providers — never unrestricted cash to families.
Reporting dashboard
Referral volume, service utilization, family outcomes, provider performance, scholarship impact, and program costs.
The right provider, and the right way to pay
Based on a short needs and financial assessment at intake, Case Pilot recommends the right provider and the right way to pay — scholarship, insurance, or private pay with an optional payment plan. Staff confirm the match; the family gets connected without a week of phone tag.
Roles and permissions
Access is deny-by-default and shaped by role, organization, program, and case. Every action is logged.
A referrer sees the status of their own referral.
A provider sees only the cases assigned to them.
A funder sees aggregate impact, never an identifiable family.
Case Pilot staff sees what their role and program scope allow — nothing more.