Website Inquiry Processing

Overview

This SOP covers processing inquiries and form submissions from the Bee-Have website. All website forms automatically store data and send email notifications to adminbee@beehaveserviceteam.com.

Form Types

Processing Lead Form Submissions

Notification: Email with subject line containing lead name

Information received:

• First name, last name
• Email, phone
• SMS consent status

Family has already received:

• Link to schedule consultation: cal.com/beehave/consult
• Link to complete full questionnaire

Action required:

1. Check if family scheduled a call (review cal.com calendar)
2. If no call scheduled within 1 business day, follow up by phone or email
3. If family completed questionnaire, see next section

Processing Consultation Questionnaire Submissions

Notification: Email with full submission details

Information received:

• Parent contact information (name, email, phone)
• Child’s name, date of birth, diagnosis
• Home address
• Behaviors of concern (detailed)
• Services interested in
• Additional notes from family

Action required:

1. Review submission for mutual fit indicators:
   • Location within service area
   • Services requested align with offerings
   • Diagnosis/concerns appropriate for ABA
2. Check if family scheduled a call via cal.com
3. If appropriate fit, schedule or confirm consultation call
4. During call, complete Initial Contact Screening
5. If not a fit, respond with appropriate referrals

Processing Digital Consent Submissions

Notification: Email with all client information and embedded signature images

Information received:

• Client information (child name, DOB, phone numbers)
• Emergency contacts
• Diagnosis and funding source
• Consent for Evaluation signature (PNG image)
• ABA Service Agreement signature (PNG image)

Family has already received:

• Confirmation email with copies of both signatures

Action required:

1. Download or save email with signature images
2. Create client folder on SharePoint (if not already created)
3. Save consent documentation to client folder
4. Proceed with Pre-Evaluation Checklist

Processing Contact Form Submissions

Notification: Email with message content

Information received:

• Name, email, phone (optional)
• Message text

No auto-response sent to family.

Action required:

1. Review message and determine appropriate response
2. Respond within 1 business day
3. If inquiry about services, direct to consultation questionnaire or phone call

Data Storage & Compliance

• All website submissions stored in Cloudflare KV for 1 year
• Submissions include timestamp, IP address, and browser info
• Digital signatures stored as PNG images
• Email notifications serve as audit trail

Scheduling Tools

Cal.com is used for scheduling consultation calls:

• URL: cal.com/beehave/consult
• 30-minute consultation slots
• Families can self-schedule from confirmation emails

Troubleshooting

Family didn’t receive confirmation email

• Check spam/junk folder
• Verify email address was entered correctly
• Resend link to schedule or complete forms manually

Consent form shows partial completion

• Digital consent forms auto-save progress
• Family can return to same browser to resume
• If needed, send DocHub packet as alternative

Related Documents

• Client Intake - Full intake process
• Client Assessment - Evaluation procedures
• HIPAA - Privacy and data handling requirements