Route every inquiry, 24/7.
Email, calls and webforms produce disconnected intake trails.
Est. deploy 3–5 weeksSee the walkthrough
Intake & Scheduling · Healthcare
Make every referral packet complete.
Incomplete referrals bounce between offices.
For: Referral coordinators and the team responsible for intake & scheduling in healthcare.
01 · The outcome
What good looks like.
The team has a referral completeness checklist for clinical intake review, with source evidence and an explicit approval before any external action. Track referrals returned for missing information against a baseline; do not assume automation improves it.
A connected workflow that uses referral order and the receiving service's document checklist to identify missing administrative fields and required attachments without deciding clinical eligibility. It produces a referral completeness checklist for clinical intake review.
Where AI helps, and where a person decides.
AI can identify missing administrative fields and required attachments without deciding clinical eligibility. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The referral coordinator verifies the source facts and approves the final action.
Referral coordinator is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Referral coordinator: Capture the source and scope
- Referral coordinator: Review the proposed outcome
- Referral coordinator: Release only the approved version
- Referral coordinator: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: An authorized referral enters the intake queue. Connect only referral order and the receiving service's document checklist. The referral coordinator confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to identify missing administrative fields and required attachments without deciding clinical eligibility. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a referral completeness checklist for clinical intake review against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Referral coordinator has recorded approval or a reason to hold the item.
After explicit approval, save a referral completeness checklist for clinical intake review in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review referrals returned for missing information each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=healthcare-referral-packet
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- HEALTHCARE-REFERRAL-PACK-DEMO-001
- Trigger
- An authorized referral enters the intake queue.
- Owner
- Referral coordinator
- Prepared output
- a referral completeness checklist for clinical intake review
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Referrals returned for missing information
Start with your tools.
Connect EHR, Secure messaging, Scheduling system through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
- For healthcare uses, validate HIPAA applicability, execute required BAAs, restrict PHI to the minimum necessary, and use approved secure systems. Clinicians handle symptoms, urgent care and clinical decisions.
Try this week / no DAVID required
A useful first step.
This week, have your referral coordinator time five examples of this work. Use redacted copies of referral order and the receiving service's document checklist to make a referral completeness checklist for clinical intake review manually, then list which fields required judgment.
What to measure.
- Referrals returned for missing information
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
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Want this running in your business in 4–6 weeks?
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