Hospital discharge referral packets are parsed the moment they arrive, triggering equipment orders, caregiver assignment by skill and location, and the first-visit booking in one flow. A checklist dashboard shows every open item per patient, and first visits now happen within 24 hours.
Typical results
98%
Equipment ready pre-visit
+40%
Referral capacity, same team
30 min
Intake admin per referral
Figures reflect typical results for this kind of automation.
The challenge
Discharge packets arrived as 30-page PDFs and faxes, and intake staff spent hours retyping diagnoses, medications, and equipment needs. Patients came home to no hospital bed, caregivers arrived without wound-care training the case demanded, and first visits slipped to day four — the exact window when things go wrong at home.
Before and after
Discharge to first visit
−77%Intake admin per referral
−83%Equipment in place before first visit
+78%The automation
We built a parser that reads each discharge packet on arrival — diagnoses, medications, mobility status, equipment needs — and opens a patient file. The flow fires three actions at once: equipment orders go to suppliers with delivery deadlines, a caregiver is matched by skill, language, and location, and the first visit books into her schedule within 24 hours, with WhatsApp confirmation to the family. A checklist dashboard tracks every open item per patient, flagging anything stuck.
How it works
- 01
Packet parsed
The discharge packet is read on arrival: diagnoses, medications, mobility, equipment needs.
- 02
Equipment ordered
Bed, oxygen, or wheelchair orders fire to suppliers with delivery deadlines attached.
- 03
Caregiver matched
The right caregiver is assigned by skill, language, and distance from the patient's home.
- 04
First visit booked
The visit schedules within 24 hours, with WhatsApp confirmation to the family.
- 05
Checklist to green
A dashboard tracks every open item per patient until the first visit is done.
Starts from
- Discharge referral packets
- Hospital referral inbox
Delivers
- Equipment orders
- Caregiver assignment
- First-visit booking
The impact
First visits now happen within 24 hours of discharge instead of day four, and 98% of patients have their equipment in place before the caregiver knocks. Intake admin fell from three hours per referral to thirty minutes, letting the provider accept 40% more referrals with the same team.
Questions about this automation
What does the parser pull from a hospital discharge packet?
It reads PDF and faxed packets as they arrive and extracts diagnoses, medications, mobility status and equipment needs, such as a hospital bed, oxygen or a wheelchair. Those fields open a patient file automatically, so intake staff review and confirm the details instead of retyping a 30-page packet line by line.
How is a caregiver chosen for each new patient?
The flow compares the care needs in the packet with each caregiver's skills, such as wound care, plus language and distance from the patient's home. The best fit with open time is assigned, and the first visit is booked within 24 hours, with a WhatsApp confirmation sent to the family.
How does the team see what is still open for each patient?
A checklist dashboard lists every patient with the status of equipment orders, caregiver assignment and the first visit. Items that pass their deadline, such as a supplier delivery that has not been confirmed, are flagged so a coordinator can step in. This is a multi-step build, usually rolled out in stages.