Automated referral intake and management

Purpose

 1.1. Automate referral intake and management to eliminate manual data entry, reduce errors, and accelerate patient onboarding for pediatric orthopedic surgeons.
 1.2. Automates capture, triage, and routing of referral information from diverse sources (EHR, email, fax, form) into clinical workflows.
 1.3. Automatedly notifies referring physicians, scheduling staff, and care coordinators, facilitating rapid interdisciplinary collaboration.
 1.4. Automator seamlessly updates patient records and enables real-time tracking of referral statuses, approvals, and follow-ups.
 1.5. Automation ensures compliance with regulatory, privacy, and data integrity requirements in the referral process.

Trigger Conditions

 2.1. New referral submission (web form, email, fax, EHR outbound).
 2.2. Referral message received via HL7/FHIR interface.
 2.3. Attachments or new patient records received in central inbox.
 2.4. Automated detection of missing referral documentation.
 2.5. Triggered by schedule availability (e.g. patient slot opens).

Platform Variants

 3.1. Salesforce Health Cloud
 • API: Referrals Object — automate creation/update of referral records upon intake.
 3.2. Epic EHR
 • Feature: App Orchard FHIR API — automatedly push new external referrals to the "Referrals" module.
 3.3. Cerner Millennium
 • API: Open Developer Experience (code console) — automated intake via HL7/FHIR events.
 3.4. Microsoft Power Automate
 • Connector: Outlook/New Email — automate extraction of referral PDFs and forwarding data.
 3.5. Twilio SMS
 • API: Messages/Webhook — automatedly notify providers or parents about referral status via SMS.
 3.6. DocuSign
 • API: Envelopes/Create & Send — automate consent form distribution upon referral receipt.
 3.7. Google Drive
 • API: Files/Create — automate saving referral documents and automate permission management for care teams.
 3.8. Box
 • API: Upload/Shared Links — automate secure sharing of referral files with external clinics.
 3.9. SendGrid
 • API: Mail Send — automated referral confirmation email workflows to physicians/families.
 3.10. Slack
 • API: Chat.PostMessage — automated in-channel notifications to intake or scheduling staff about new referrals.
 3.11. Zapier
 • Trigger: New Google Form — automated transfer of form data into EHR system.
 3.12. Formstack
 • Feature: Form Submission Webhook — automate direct posting of referral data to practice management software.
 3.13. FaxLogic
 • API: Fax Receive — automate parsing of inbound faxed referrals and conversion to PDF.
 3.14. PandaDoc
 • API: Document Send — automate generation and automated sending of intake packets.
 3.15. Doxy.me
 • Webhook: New Appointment — automating telehealth scheduling from referrals.
 3.16. Microsoft Teams
 • API: Incoming Webhook — automatedly post referral details and status updates to a dedicated channel.
 3.17. Airtable
 • API: Records/Create — automate structured storage and tracking of referral data and follow-ups.
 3.18. Asana
 • API: Tasks/Create — automate assignment of referral follow-up tasks.
 3.19. Health Gorilla
 • API: Orders/Referrals — automate cross-provider referral and record exchange.
 3.20. SimplePractice
 • API: Client/Intake — automate new patient record initiation from referral data.

Benefits

 4.1. Automates error-prone manual entry, ensuring all referrals are captured promptly and accurately.
 4.2. Automated, real-time notifications accelerate care team response and reduce patient delays.
 4.3. Automating status updates delivers transparency to all stakeholders.
 4.4. Automation increases practice reputation by showing prompt, coordinated care.
 4.5. Automates compliance and documentation necessary for audits and regulatory needs.
 4.6. Automatedly adapts for volume changes or emergencies without relying on extra staff.
 4.7. Automator provides analytics to drive workflow improvements and optimize referral sources.