How to Add a New Client or Get a Missing Client Added to Your Caseload

Last updated: July 23, 2026

There are several ways a client can be added to your caseload in Alpaca Health, depending on the situation. This article covers the most common scenarios.

Adding a Brand-New Client (No Existing Profile)

If you have a new client who has not yet gone through the Alpaca Health intake process, the best way to get them started is to have them complete your organization's intake form. Each organization has a unique referral/intake link.

To find your organization's intake form link, refer to the guide on Accessing Your Organization-Specific Intake Form.

Once the family completes the intake form, the client profile will be created and can be assigned to your caseload.

Client Exists in the System but Is Not on Your Referrals Page

If a client already has a profile in Alpaca Health but does not appear in your referrals or client list, you will need to contact the Alpaca Health support team at support@alpacahealth.io to have the client assigned to you. When reaching out, please provide:

  • The client's full name

  • The client's date of birth (if available)

  • Any other identifying information (e.g., caregiver name, phone number)

The support team will add the client to your referrals page. Once they appear there, you can accept the referral to move the client to your active Clients page.

Client Shows as "Canceled" or Was Previously Rejected

If a client appears as canceled or was accidentally rejected, contact the support team and request that the client be reinstated to your referrals page. Once reinstated, you will be able to accept the referral and proceed with intake as normal.

Transferring a Client from Another Provider

If a client is being transferred to you from another BCBA or organization, the Alpaca Health team handles the transfer on the backend. Note that you will not have access to the client's profile until the transfer is fully completed. If a transfer is being considered (e.g., you are evaluating whether to take on the client), the typical process is:

  1. Meet with the caregiver to determine if it is a good fit.

  2. Once both parties agree to move forward, notify the Alpaca Health support team.

  3. The support team will transfer the client profile to your caseload.

Need Help?

For any of the above situations, reach out to the Alpaca Health support team: