Client Status Pipeline

Every client progresses through clear stages. Use this pipeline to track where each person is in their journey with us.

Follow-Up Cadence Rule

Days - First Follow-up

Days - Second Follow-up

Days - Final Follow-up

+30

Archive if no response

Warning: Leads that don't get followed up with die quietly. This is where good businesses lose money without realizing it.

Funnel A: Not Yet Approved

These leads need authority approval before proceeding

1 Inquiry Received

2 Link to Authority

3 Application Guidance

4 Follow-up Cadence

5 Pending Approval

Funnel B: Already Approved

These leads can proceed directly to intake

1 Inquiry Received

2 Intake Profile

3 Home Visit

4 Documentation

5 Start of Care

Home Visit Decision Outputs

Every home visit MUST end with one of these clear operational decisions:

Appropriate for service

Not appropriate for service

Can start immediately

Can start once staffing secured

Needs clarification / documents

Safety concerns - requires escalation

Lost / Inactive

Clients who are no longer in the pipeline can be marked as inactive at any stage

Mandatory Next-Step Rules

Every stage MUST have a defined next step before moving forward:

Funnel A Not Yet Approved - Next Steps

Inquiry Received

→ Next: Schedule initial contact within 24 hours

Link to Authority

→ Next: Provide application guidance documents

Application Guidance

→ Next: Set follow-up reminder in system

Follow-up Cadence

→ Next: Track in pending approval until decision received

Pending Approval

→ Next: If approved → Switch to Funnel B. If denied → Mark as Inactive

Funnel B Already Approved - Next Steps

Inquiry Received

→ Next: Create intake profile immediately

Intake Profile

→ Next: Schedule home visit within 48 hours

Home Visit

→ Next: Document decision outcome (required before proceeding)

Documentation

→ Next: Confirm all paperwork complete, schedule start date

Start of Care

→ Next: Transition to Active Client, notify care team

Internal Use Only - De-identified Tracking

This pipeline tracker is for internal operational tracking only. Only use first names to maintain minimal data. Do not enter addresses, phone numbers, medical history, or other PII/PHI. All client records with full identifying information should be maintained in your HIPAA-compliant system.

Client Name	Funnel	Current Status	Home Visit Decision	Last Updated	Notes