Overview

Automating Pediatric Therapy Workflows with Keragon

The Autism Center of Illinois, a pediatric outpatient therapy provider with 40 employees, was handling client intake through a series of manual tasks and disconnected systems. The process left too much room for human error, compliance risks, and costly delays in care. Founder and CEO Sarah Lewis implemented Keragon to automate their entire intake workflow - connecting tools like IntakeQ, Google Drive, Slack, and Monday.com to create a faster, more reliable experience for both staff and families.

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Industry: Healthcare
Specialty: Pediatric Outpatient Therapy
Size: 40 employees
Pain points: Manual intake steps, delayed onboarding, risk of human error and compliance issues
Vendors integrated: IntakeQ, Google Drive, Slack, Monday.com

The Challenge

Disconnected Tools and Delayed Client Onboarding

Before Keragon, the intake process involved manually uploading documents, sending internal notifications, and tracking onboarding steps through spreadsheets and email. This approach created room for missed tasks, delays in treatment, and unnecessary admin strain on staff.

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Key Challenges:

(1) Time-consuming and error-prone intake workflows

(2) Delays in client onboarding

(3) Compliance risks from manual processes

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The Solution

Automating Intake From Form Submission to Task Tracking

With Keragon, the Autism Center of Illinois built a fully automated intake pipeline. Now, when a family submits an intake form, Keragon takes over - automatically creating folders, uploading documents, notifying team members, and generating task trackers. The integration across IntakeQ, Google Drive, Slack, and Monday.com ensures nothing gets missed.

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The setup was quick and intuitive, even for a non-technical team. With the help of Keragon’s support, the practice implemented advanced logic like conditional notifications based on insurance type or region.

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Key Automations:

• Created client folders and uploaded documents to Google Drive
• Opened private Slack channels and notified relevant team members
• Generated task records in Monday.com for tracking onboarding progress
• Routed tasks based on insurance or regional needs

Results

Faster Onboarding and Smoother Team Collaboration

By automating their intake process, the Autism Center of Illinois saved approximately 10 hours of admin labor per week and reduced onboarding delays by 2–3 days per client.
The process is now fully trackable, giving staff more confidence and clarity - while patients benefit from quicker access to care.

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Key Outcomes

(a) Time Saved: 10 hours per week of administrative work

(b) Onboarding Speed: 2–3 days faster per case

(c) Team Efficiency: Consistent, transparent workflows

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Testimonial

Automation That Feels Like a Team Member

Sarah Lewis, founder and CEO of the Autism Center of Illinois, shared that Keragon quickly became an essential part of their operations. From compliance to coordination, it helps keep everything moving. While she hopes to see more healthcare-specific templates in the future, her overall experience has been overwhelmingly positive.

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“Keragon gives us HIPAA-compliant automation that ties together all the tools we already use. It feels like having an extra team member that never forgets a task. Their support team is knowledgeable, fast, and genuinely committed to helping us build efficient systems.”

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Conclusion

Could Your Intake Process Be Running Smoother?

For pediatric therapy centers managing complex workflows across multiple platforms, Keragon offers automation that’s both secure and easy to implement. With its visual builder, cross-platform integrations, and dedicated support team, it helps practices like the Autism Center of Illinois deliver care faster - without the manual chaos.

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