Incoming referrals are sorted by specialty and location, then routed automatically to the right clinic with the coordinating team notified — so cases stop getting lost between sites.
Typical results
0
referrals lost between sites
100%
classified by specialty and location automatically
Instant
alert to the intake coordinator
Figures reflect typical results for this kind of automation.
The challenge
Referrals arrived by email and fax and were forwarded by hand, so some sat for days before reaching the correct clinic.
Before and after
Days until a referral reaches the right clinic
−67%Referrals lost or misrouted per month
−100%Manual forwarding per week
−90%The automation
An automation reads each referral, classifies it by specialty and catchment area, and routes it to the matching clinic while notifying the intake coordinator.
How it works
- 01
Referral arrives
Referrals come in by email or fax and enter the flow automatically.
- 02
Read and classified
Each referral is classified by specialty and catchment area.
- 03
Routed to the right clinic
The case is forwarded automatically to the matching site.
- 04
Coordinator notified
The intake coordinator receives an instant alert with the referral attached.
- 05
Nothing falls through
Every referral is tracked from arrival to intake — none sit unread for days.
Starts from
- Referral form
- Incoming request
Delivers
- Route to clinic
- Team notified
The impact
Referrals reach the right clinic about three times faster, and none are lost between locations.
Questions about this automation
How are fax and email referrals read?
Faxes arrive as PDF files through a fax-to-email service, so both channels land in one inbox the automation watches. OCR and an AI extraction step pull the patient details, requested specialty, referring physician and urgency into a structured record, with the original document attached for the receiving clinic.
How does it decide which clinic gets the referral?
Routing follows a table the network maintains: each specialty is mapped to the sites that offer it, and the patient's area is matched to each site's catchment. When several sites qualify, a rule such as nearest location or shortest waiting list picks one, and that site's intake coordinator is alerted.
What if a referral is unclear or missing information?
Referrals where the specialty or patient details can't be read with confidence go to a review queue instead of being routed on a guess. A coordinator completes the missing fields, and the referral then continues through normal routing. Every referral is tracked from arrival to intake, so stalled ones are easy to spot.