Every incoming referral is attributed to its source physician the moment it arrives, feeding live dashboards of volume and trends. Referrers get monthly thank-you summaries, and when a regular sender starts cooling, the system flags them for a personal outreach call.
Typical results
100%
Referrals attributed to source
12
Cooling referrers re-engaged
175
Extra studies per month
Figures reflect typical results for this kind of automation.
The challenge
Referring physicians were the imaging network's entire revenue engine, and nobody was watching them. Referrals arrived by fax and portal with no attribution, so a cardiologist who quietly moved his patients to a competitor went unnoticed for months. Thank-yous never happened, and marketing spent on billboards while the real channel eroded.
Before and after
Referrals per month
+28%Referrers going quiet per quarter
−71%Referrals attributed to source
3.3×The automation
We built an attribution layer that parses every incoming referral — fax, form, or portal — and matches it to the source physician in a referrer database. Live dashboards show each referrer's volume, modality mix, and trend against their own baseline. Each month, every active referrer receives an automated thank-you summary of their patients' completed studies, and when the engine detects a sustained drop, that referrer lands on the liaison's call list with full history attached.
How it works
- 01
Referral attributed
Every referral — fax, form, or portal — is parsed and matched to its source physician.
- 02
Dashboards update
Volume, modality mix, and trends per referrer refresh live against each baseline.
- 03
Monthly thank-you
Each active referrer gets an automated summary of their patients' completed studies.
- 04
Cooling detected
A sustained drop against baseline flags the referrer before the relationship goes cold.
- 05
Personal outreach
Flagged names land on the liaison's call list with the full referral history attached.
Starts from
- Incoming referrals
- Scheduling system
Delivers
- Live referrer dashboards
- Monthly thank-you summaries
- Cooling-referrer alerts
The impact
Referral volume typically grows around 28% over two quarters — from roughly 620 to 795 studies a month — with cooling referrers re-engaged by a single well-timed call each. Every referral is attributed, the monthly summaries help referrers feel like partners, and marketing spend can shift away from billboards.
Questions about this automation
How are referrals attributed when they arrive by fax?
Faxed referrals are read with OCR, while form and portal referrals are parsed directly. The referring physician's details are matched to an entry in the referrer database, and new physicians are added automatically. Each referral is then linked to the scheduled study, so volume and modality mix are counted per referrer.
How does the system detect a referrer who is cooling off?
Each referrer's volume is compared with their own baseline over a rolling window. A sustained drop, rather than one quiet week, flags that referrer and adds them to the liaison's call list with their full referral history attached, so the outreach call starts with the facts in hand.
What do referring physicians receive?
Each month, every active referrer gets an automated email summary of their patients' completed studies. It keeps the relationship visible without manual work from the liaison. This is a multi-step build, usually rolled out in stages, starting with attribution and the dashboard and adding the summaries and cooling alerts after.