Referral management and follow-up tracking

Purpose

1.1. Automate referral management and follow-up tracking to ensure every patient referred to or by the pregnancy care center is efficiently contacted, updated, and monitored from initial connection to conversion or conclusion.
1.2. Automates capturing referral sources, assigns tasks, tracks follow-up status, and automates reminder notifications for both patients and referring providers.
1.3. Automated notifications and analytics provide visibility into referral pipeline, conversion rates, and communication effectiveness.
1.4. Automator enables healthcare staff to reduce manual communication errors, elevate patient experience, and demonstrate timely outreach compliance with regulatory standards.

Trigger Conditions

2.1. New referral submission via website form, EHR/EMR entry, or direct provider contact.
2.2. Automated update when a follow-up contact is due or missed according to configurable SLAs/timelines.
2.3. Automated trigger by patient action, e.g., appointment scheduling, response to outreach, or status changes.
2.4. Automation policies such as referral expiration/closure or feedback receipt.

Platform Variants

3.1. Salesforce Health Cloud API
• Feature/Setting: Workflow Rules, Process Builder, Referral Record creation; configure automated referrals routing and follow-up task assignment.
3.2. Epic EHR API
• Feature/Setting: Interconnect API; configured to automate referrals data transfer and status tracking via automated HL7 messages.
3.3. Twilio SMS
• Feature/Setting: Messaging API; automate SMS follow-up reminders and updates to patients and referral sources.
3.4. SendGrid
• Feature/Setting: Transactional Email API; automates email-based follow-ups and feedback requests post-visit.
3.5. Google Sheets API
• Feature/Setting: Append/Update rows; automatic logging and updating of referral statuses and contact attempts.
3.6. HubSpot Workflows
• Feature/Setting: Contact-based workflows; automates email follow-ups and notification sequences.
3.7. Microsoft Dynamics 365 Healthcare Accelerator
• Feature/Setting: Automated Case Management; tracks referral progress, automates tasking, and notifies relevant teams.
3.8. Zoho CRM Automation
• Feature/Setting: Workflow Automation; triggers based on new leads/referrals, automates task assignments, and reminder notifications.
3.9. Mailchimp API
• Feature/Setting: Automated campaigns; schedules follow-up email sequences for referred patients.
3.10. Slack Workflow Builder
• Feature/Setting: Reminders and channel alerts; automates team notifications for action on new referrals or missed follow-ups.
3.11. Airtable Automations
• Feature/Setting: Record Change automation; triggers follow-up tasks and updates referral progress automatically.
3.12. Trello Automation (Butler)
• Feature/Setting: Card triggers and calendar power-ups; auto-create follow-up cards on referral boards.
3.13. Intercom APIs
• Feature/Setting: Auto-messaging; automates sending check-ins, reminders, and satisfaction surveys.
3.14. WhatsApp Business API
• Feature/Setting: Automated message templates for patient engagement and follow-up reminders.
3.15. Monday.com Automations
• Feature/Setting: Status change automations; automatedly progress referral cases and send reminders.
3.16. Pipedrive Automation
• Feature/Setting: Deal/Pipeline automations; manages referral stages and auto-triggers activity alerts.
3.17. Calendly API
• Feature/Setting: Automated follow-up and scheduling links sent after referral received.
3.18. Freshdesk Automations
• Feature/Setting: Ticket status automations; tracks and automates communication with referring parties.
3.19. Gmail API
• Feature/Setting: Label and send automation; automatically triggers email outreach and logs responses.
3.20. Zendesk Triggers
• Feature/Setting: Notification and task creation for each incoming referral or missed follow-up alert.

Benefits

4.1. Automated processes reduce delays, ensuring no referral or follow-up is missed.
4.2. Automates consistent communication, boosting patient and provider satisfaction.
4.3. Automator tools gather actionable analytics for process improvement and compliance.
4.4. Automation reduces manual workload, freeing up staff for higher-value tasks.
4.5. Automates multi-channel engagement, increasing reach and response rates.