REFERRAL COORDINATORS & MEDICAL ASSISTANTS
Keep the referral from becoming a loose end.
Checking whether the other office received the fax can take longer than sending it. Delegate the follow-up call and give your team a clear record of what arrived, what is missing, and who needs to act.
See this workflowWhat to have ready
- The receiving office and the correct department
- The patient details your office is authorized to share
- Referral or records request date and intended destination
- The receipt, scheduling, or missing-document question
THE WORK BEHIND THE CALL
Sent is a status. Received is another.
Referral coordination involves several handoffs: the referring practice, the receiving office, the patient, and sometimes the payer. Each can be waiting on something different. A focused call checks the handoff that matters now, without treating a sent fax as proof that the referral is ready to schedule.
Start with the right department.
Find published phone, fax and email routes, with source dates and plan-specific details.
Find healthcare contactsQuestions worth
getting answered.
- 01
Did your office receive the referral or records request?
- 02
Is any information missing before the next step can happen?
- 03
Which department or person should our team follow up with?
- 04
What is the appropriate destination for the requested paperwork?
- 05
What has been scheduled or confirmed, and what remains open?
What your team
gets back.
- Receipt confirmed, not confirmed, or still unknown
- Missing documents and the stated destination
- Scheduling information reported by the receiving office
- A named next step for your team
Your practice remains responsible for permitted disclosures and the correct recipient. The assistant does not decide clinical urgency or treat a referral as complete merely because a call or fax was sent.
A few more details.
Referrals & recordsCan the assistant confirm a fax was received?
It can call the receiving office and ask. The outcome distinguishes their reported confirmation from transmission status or an unresolved receipt question.
Can it send the missing paperwork?
It can prepare a follow-up draft when the relevant channel is configured. Staff review the destination, content, and attachments before approving a send.
Can a coordinator join the conversation?
Yes. Staff can choose to join when a person answers or only when the assistant reaches a question it cannot resolve. A private briefing comes before the connection.
The next thing on your list.
Prior authorization follow-up
Follow up on pending prior authorizations by phone. Capture status, missing information, reference numbers, and next steps with staff in control.
For medical assistants
An AI calling assistant for medical assistants and office staff. Delegate hold time, payer follow-up, and coordination calls while keeping control.
LET’S TAKE ONE THING OFF YOUR LIST
Meet your office’s
new calling assistant.
See a workflow. Ask your questions.
Find out where an extra hand would help.