Referral Management Automation
Medical practices receive referrals through fax, phone, EHR message, and email — often all four in the same day. Each one requires manual intake.
Typical ROI
3-5x in Year 1
Implementation
4-6 weeks
Industries
Medical practices +
The Problem
Medical practices receive referrals through fax, phone, EHR message, and email — often all four in the same day. Each one requires manual intake: logging the patient, verifying insurance, contacting the patient to schedule, and communicating status back to the referring provider. When volume is high, referrals get lost, patients don't get called, and referring providers stop sending patients. Referral leakage — patients who never convert to scheduled appointments — commonly runs 30–50% in practices without a dedicated coordinator.
What We Build
Multi-channel referral intake — Referrals received via fax, EHR, email, or phone are captured into a single unified queue with source tracking and timestamp.
Automated patient outreach — Within minutes of intake, the patient receives an outreach via their preferred channel (text, email, or phone call via AI voice) to schedule their appointment.
Insurance verification trigger — Eligibility check is triggered automatically at intake, with results attached to the referral record before the scheduling call.
Referring provider communication — The referring provider's office receives an automated status update when the referral is received and again when the appointment is scheduled — no phone tag required.
Leakage monitoring dashboard — A live dashboard tracks every referral from intake to scheduled appointment, flagging any that go 48+ hours without contact or scheduling.
Re-engagement sequences — Patients who don't respond to initial outreach receive automated follow-up sequences over 7 days before a staff escalation is triggered.
Common Integrations
Example Scenario
A cardiology practice with three physicians was receiving 60–80 referrals per week, managed by a single front desk coordinator. Referral leakage was estimated at 35% — patients who were referred but never scheduled. The referring provider follow-up process was entirely manual, and two primary care practices had reduced referral volume due to lack of communication. After deployment, automated patient outreach contacts referred patients within 8 minutes of intake, 24/7. Leakage dropped to 12%, the coordinator's time on referral follow-up dropped by 65%, and both primary care practices resumed full referral volume after receiving consistent status updates.
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