Capture and organize referrals

Purpose

1.1. Automatically receive, categorize, and store new patient referrals from multiple channels into a secure, structured intake system for streamlined follow-up, qualification, and regulatory documentation.
1.2. Enable centralized access for intake coordinators, reduce manual errors, and ensure every referral is prioritized according to acuity, insurance, and demographic tags.
1.3. Provide instant notifications to clinical staff, update CRM and EMR records automatically, and build analytics-ready referral datasets.
1.4. Reduce administrative workload, eliminate duplicate or lost referrals, enforce documentation compliance, and create a scalable onboarding workflow adaptable to various intake channels.

Trigger Conditions

2.1. Receipt of digital referral form (web/email/text) submission by partner provider or client.
2.2. Inbound call, voicemail, or SMS received containing patient information.
2.3. Addition of new contact/referral in EHR, spreadsheet, CRM, or fax inbox.
2.4. Trigger from API webhook, secure file upload, or hospital discharge record.
2.5. Upload of paper referrals via scanned document/OCR to shared storage.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Configure incoming SMS webhook to extract referral data; forward and store in secure intake form.
3.2. SendGrid
• Feature/Setting: Use Inbound Parse webhook to convert inbound referral emails into structured JSON and route to intake pipeline.
3.3. Google Forms
• Feature/Setting: Automate responses; trigger Google Sheets row creation and sync to patient onboarding systems through Google Apps Script.
3.4. Jotform
• Feature/Setting: Enable webhook integration; transmit new submission data to referral management database.
3.5. DocuSign
• Feature/Setting: Activate completed envelope callback; parse patient data and auto-file referral details.
3.6. Doxy.me
• Feature/Setting: Configure webhook for new client session creation; capture referral intake during pre-screen.
3.7. InterFAX
• Feature/Setting: Set up incoming fax-to-email workflow; convert fax attachments to PDF for OCR and digital intake.
3.8. Microsoft Power Automate
• Feature/Setting: Trigger flows on new SharePoint file upload or Excel row; extract and store in central system.
3.9. Zoho CRM
• Feature/Setting: Use API trigger when new referral contact is created; synchronize with EMR and notify staff.
3.10. HubSpot
• Feature/Setting: Enable workflow on "new lead" event; map fields from referral partners or direct webforms.
3.11. Salesforce Health Cloud
• Feature/Setting: Configure referral intake flow using Process Builder/APEX triggers; auto-update patient and case records.
3.12. Cerner (EHR)
• Feature/Setting: Use HL7/FHIR messaging to receive external referrals and populate intake module fields.
3.13. Epic (EHR)
• Feature/Setting: Utilize API or bridge messaging for incoming referrals; trigger intake pathway automatically.
3.14. Redox
• Feature/Setting: Standardize interoperability by transforming and routing inbound clinical documents from referral sources.
3.15. Formstack
• Feature/Setting: Initiate intake automation on form completion; map data to CRM and patient engagement tools.
3.16. IntakeQ
• Feature/Setting: Webhook executed at referral submission; forward structured data to onboarding workflow.
3.17. Google Drive
• Feature/Setting: Monitor folder for new scanned referral PDFs; apply OCR and send text to intake system.
3.18. Dropbox
• Feature/Setting: Setup file request folder; trigger webhook when new document uploaded; auto-process content.
3.19. RingCentral
• Feature/Setting: Trigger on new voicemail or SMS; transcribe and extract structured referral data.
3.20. SFTP/FTPS server
• Feature/Setting: Detect new file uploads in designated referrals folder; move data to intake automation step.
3.21. Kallidus Learn (for staff notification)
• Feature/Setting: API integration to push referral notification and required training upon new intake case.
3.22. Slack
• Feature/Setting: Post automated, privacy-compliant referral notifications to intake team channel for action.

Benefits

4.1. Whole-channel coverage — no referral lost from any digital or analog intake method.
4.2. Accelerated response — instant alert to staff when high-priority referral arrives.
4.3. Compliance safeguard — ensures HIPAA-compliant capture, timestamping, and audit trail.
4.4. Enhanced analytics — centralized, structured dataset enables monitoring and optimization of referral sources.
4.5. Improved patient experience — reduces wait time and ensures fast, consistent onboarding.
4.6. Administrative relief — eliminates repetitive manual data entry and paperwork errors.
4.7. Scalable workflow — easy expansion to new partners and referral types as the network grows.