ABA & Behavioral Health
Every intake call answered. Every family followed up.
ActiveLens captures parent, intake, insurance and recruiting calls across all your locations, writes the notes and tasks for your team, and shows leadership why families enroll or drop off.
SOC 2 Type 2 · HIPAA safeguards assessed · BAA available · No credit card
Why didn't families who called this month enroll?
40 families called; 16 enrolled.
Most of the 24 families who didn't enroll needed in-home sessions in areas with no open slots, or had insurance questions that weren't resolved on the first call.
Reasons families didn't enroll
From the calls
“We were told someone would call back about Tuesday mornings, but nobody did.” · Parent · Mon 10:20
“Is there anything closer to us? The drive is an hour each way.” · Parent · Thu 15:40
The calls your team handles every day
Parent intake
My son was just diagnosed. Do you have in-home availability?
Families call the next provider if no one calls back.
Insurance & authorizations
Does Medicaid cover this in our state?
The same questions are answered differently by each coordinator.
Scheduling & cancellations
We need to move Tuesday's session.
The reasons behind cancellations are never tracked.
Recruiting RBTs & BCBAs
I have two years as an RBT and I'm free to start next month.
Good candidates go cold while notes sit in someone's inbox.
Parent updates & concerns
We haven't seen any progress, and no one has called us about it.
Upset parents aren't flagged until they leave.
What ActiveLens does with every call
Capture
Parent, intake, insurance and recruiting calls are captured from your phone system, softphone or desk phones, at every location.
Understand
Each call gets a transcript and a summary: the child's needs, location, insurance and what the family was promised.
Act
Callbacks and follow-ups become tasks with an owner on the Active Board, with a drafted email ready to send.
How capture works: phone calls · meetings
Ask anything about your intake and families
Plain-language questions across every call and meeting, answered with the calls behind them. See Active Insights
“Why didn't families who called this month enroll?”
Lost reasons grouped and counted, with the calls behind each one.
“What do parents ask most about insurance and Medicaid, by state?”
The top insurance questions per state, so every coordinator gives the same answer.
“Which intake calls promised a callback that never happened?”
A list of open promises, who made them and when.
“Where are families asking about waitlists or in-home availability?”
Demand by location and area, from what families actually said.
“Which RBT candidates sounded strongest this week?”
Candidates ranked from their screening calls, with notes on experience and availability.
“Why are parents calling about schedule changes?”
Cancellation and reschedule reasons, grouped so you can see the pattern.
For managers
See the whole operation, not one call at a time
See the intake funnel by location, from first call to intro booked to enrolled, and why families were lost. Answer rate, repeat callers and upset parents are flagged, with coaching per coordinator.
- Right now
- Callbacks still open today, and which families have called more than once without an answer.
- What stands out
- Which locations are losing families, and the reasons parents give on the call.
- Against your targets
- Answer rate and intake-to-enrollment per location and per coordinator, against the targets you set.
Works with the tools you already use
- RingCentral
- Zoom Phone
- CallTrackingMetrics
- Monday.com
- Salesforce
- HubSpot
- ClickUp
- CentralReachon request
Don't see yours? We build integrations to your systems free. All integrations
Security & compliance
How we protect your data- ActiveLens Ltd. has completed a SOC 2 Type 2 examination (security, availability, confidentiality, privacy), which also assessed HIPAA Security Rule safeguards.
- We sign a Business Associate Agreement (BAA).
- Encrypted in transit and at rest.
- Customer data is never used to train AI models.
- ActiveLens support can access your data only with your approval, per case, time-limited and logged.
- Data-retention controls
- Access per person and per team
In use by a multi-state ABA provider.
Questions
Is ActiveLens HIPAA compliant? Will you sign a BAA?
ActiveLens Ltd. has completed a SOC 2 Type 2 examination (security, availability, confidentiality, privacy), which also assessed HIPAA Security Rule safeguards. We sign a Business Associate Agreement (BAA).
Do our coordinators need to change how they work?
No. Calls are captured from your phone system or softphone. There is nothing new to learn.
Does it work across multiple states and locations?
Yes. You can filter calls, questions and reports by location.
Can it tell us which marketing campaigns bring enrolled families?
With CallTrackingMetrics, each call shows the campaign that brought it, and its outcome is sent back to CTM.
Who can see recordings and notes?
Only the people you grant access to, per person and per team. Our support team sees nothing without your approval, given per case, time-limited and logged.
How fast can we start?
Connect your phone system in minutes, and we import the last 30 days of calls.
Import your last 30 days of calls and see what you've been missing.
No credit card. See pricing