From Intake Overload to Structured Child Access & Case Readiness
The moment a report or request — regardless of channel or time — is transformed into a structured administrative brief containing reporter role, child identifiers (when available), location & jurisdiction, reason category, urgency indicators, and required attachments — before a caseworker ever opens a file. This is the Case-Ready Intake.
Recommended starting point:Foundation Package
The Problem
Child Services organizations face a compounded failure mode. Caseworkers, intake coordinators, and supervisors do not fail because they lack care or competence; they fail because they are buried under unstructured calls, incomplete reports, and fragmented handoffs. High-volume inbound calls (parents, guardians, schools, hospitals, courts), reports submitted after hours or during staffing shortages, incomplete or emotionally charged information, manual re-entry of data across systems — caseworkers become human routers, not protectors. Without a system to capture Administrative Case DNA at the point of entry, agencies scale missed details, delayed response, staff exhaustion, and liability exposure instead of scaling clarity.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Child Services Organizations Start
Most Child Services organizations begin with the Foundation Package, establishing secure, on-premise infrastructure for administrative intake and routing — ensuring reporter data, case context, and internal procedures remain under agency control.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One core HQ (Voice HQ for hotline and administrative calls, or Chat / Intake HQ for web-based reports and inquiries)
What It Can Do
- Acknowledge 100% of inbound inquiries 24/7 — ensuring reporters are heard immediately, even outside business hours
- Capture Administrative Case DNA: reporter type (parent, school, hospital, court, anonymous), general concern category (neglect, custody inquiry, service request), jurisdiction/location, relationship to child, contact preferences
- Normalize Emotional Input: structure emotionally charged messages into calm, readable summaries for staff
- Route Structured Intake Briefs: deliver case-ready administrative summaries instead of raw voicemails or inbox chaos
What it intentionally does NOT include: What it explicitly does NOT include: Risk assessment or scoring. Investigative logic. Determinations of abuse, neglect, or custody. Clinical, legal, or social-work decisions. Replacement of mandated reporters or caseworkers. All investigations, assessments, and child welfare decisions remain human-led.
Capability Expansion Path
HQ Pro protects staff time and enforces procedural discipline: jurisdiction-aware routing (correct county, district, or unit), urgency flagging (non-clinical: housing displacement, court deadlines, same-day handling), institutional source recognition (school, hospital, law enforcement, public), and escalation guardrails (prevents premature routing without administrative completeness).
Procedural discipline without clinical judgment. OperatorHQ routes, humans decide.
The Core Stack shares memory and context:
Cross-channel memory (repeated calls linked). Volume pattern detection (spikes by geography, time, or source). Drop-off analysis (where reporters abandon intake). Administrative bottleneck visibility.
Custom Operator is designed for multi-county agencies, state-level departments, or large nonprofit child services organizations requiring maximum governance and separation.
Policy & Procedure RAG. Multi-program data siloing (CPS, foster care, family services, prevention). Inter-agency handoff logic. Audit-ready intake logs.
Every tier increases administrative clarity — higher tiers add procedural enforcement, cross-channel memory, and ultimately unified agency operations.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level, but the system consistently shifts agencies from intake overload to structured case readiness.
Pricing Notes
Packages cap scope, not capability.
SCOPE BOUNDARY (Non-Negotiable): OperatorHQ supports administrative intake and routing only. It improves clarity, speed, and staff capacity. It NEVER replaces human judgment. It NEVER performs investigations. It NEVER makes child welfare decisions. It is an Access System, not an authority.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.