Referral Intake Automation
AI brings every referral into one queue, reads it and summarizes it. Your intake team confirms it.
See how it worksIndustries · Healthcare and Life Sciences · Referral intake workflow
Admit more referred patients, sooner.
The provider who answers a referral first usually wins the patient. We help your intake team answer faster and admit more patients.
The problem
Where the referral intake workflow slows down.
Most home health referrals still arrive by fax, at about 10 minutes each to process.
Capture
Referrals arrive by fax, email and portals, in many formats.
Qualify
Staff read every page to decide if the patient is a fit.
Complete
Missing orders and signatures are found late, after hours of work.
Admit
The first visit waits until intake is finished by hand.
A referral read and answered fast becomes a patient admitted. That is where we start.
The workflow
One workflow, four agents, built one at a time.
A workflow is a chain of stages, and each stage needs its own AI agent. Referral intake has four stages, from the referral arriving to the first visit. We map the agent each stage needs with your team. We build the first agent, take it live, then add the next.
- 1
Map the workflow
We walk through each stage with your team and name the agent it needs.
- 2
Build agent 1 and go live
We build Referral Intake Automation first, test it on past referrals and take it live.
- 3
Add the next agent
Each new agent reuses the same data, rules and templates, so it goes live faster.
The four agents in the referral intake workflow
Referral Qualification
AI checks coverage, service area, skills and staff capacity, and scores the fit. Your team decides.
Missing Items Follow-up
AI spots missing orders, signatures or notes, and drafts the request. Your team sends it.
Start of Care Scheduling
AI matches the patient to a clinician and proposes the first visit. Your scheduler books it.
Agent 1
Referral Intake Automation
Every referral read and summarized on arrival. Your intake team confirms each one.
It works with any home health or hospice EHR, with no changes to it. Patient data stays in your environment.
Fax, email and portalsReferrals as they arrive
AI agentReads and summarizes each referral
Intake confirmsEach referral, before it is saved
Your EHRReferral details recorded
- 1
Pick up
Gathers referrals from fax, email and portals into one queue.
- 2
Read
Reads every page, including scans and handwriting.
- 3
Summarize
Pulls patient, payer, orders and diagnoses into one summary.
- 4
Review
Your intake coordinator checks the summary and confirms it.
- 5
Record
Sends the details to your EHR and logs each step.
Patient data stays in your environment, and every step is logged.
Use cases
What clean referral data makes possible.
Every referral is saved with its details and result, for other teams to use. Each card shows the data it needs.
Referral source tracking
See which sources send the most referrals, and which convert.
NeedsReferralsSources
Referral to admission
Track each referral through to the first visit.
NeedsReferralsAdmissions
Response time
See how fast each branch answers referrals.
NeedsReferralsResponse times
Capacity planning
See referral demand by branch and clinician skill.
NeedsReferralsStaff schedules
The same data also feeds your intake and growth reports. Built on the healthcare data foundation ›
Home health and hospice
What this workflow can deliver
Typical results for referral intake, based on industry averages.
Typical
Within the hour
First answer to each referral
Typical
50%
Less intake time per referral
Typical
20%
More referrals admitted
Typical
30%
Fewer referrals held up by missing items
We will add measured client results as the work goes live.
Questions
Questions intake leaders ask us.
Do we need all four agents?
No. Each agent works on its own. We map all four so they share data and rules. Then we build them one at a time, fastest payback first.
Does it work with our EHR?
Yes. It works with any home health or hospice EHR, with no changes to it.
Our EHR vendor offers AI intake. Why build ours?
Many providers run more than one EHR, or want their own rules. We build one intake workflow across them, on your cloud.
How is patient data protected?
Patient data is encrypted and stays in your environment. Access is limited by role, and every access is logged.
Who confirms each referral?
Your intake coordinators. AI prepares each referral, and a person confirms it before anything is saved.
Get started
Find where AI pays back first in your intake team.
4 minutes
AI Readiness Diagnostic
Ten questions about your data, systems and teams. You get a score and a clear place to start.
Take the AI Readiness DiagnosticDownload a sample report ›2 to 3 weeks
Data Readiness Assessment
Our data engineers score your data and give you a ranked plan for the first projects.
Book a Data Readiness AssessmentDownload a sample report ›5 days
AI Use Case Prioritization
Your AI ideas scored and ranked, with the right agent, model and size for each.
Book AI Use Case PrioritizationDownload a sample report ›