Inbound faxes and referrals, prepared for staff review
Referrals, outside records, payer letters and results still arrive by fax, and a digital fax inbox only moves the pile onto a screen. Someone opens every page, works out what it is and which patient it belongs to, and files it. The agent does that first pass and shows how sure it is. Your staff confirm the matches and keep every one it is unsure of.
Examples use invented names and figures.
What the agent does
- Step 1Sorts each fax
Labels it as a referral, outside records, a payer letter, a result, a refill request or something else, and splits packets that cover more than one patient.
- Step 2Matches the patient
Reads the name, date of birth, MRN and member ID on the page, compares them with the chart and scores the match. Anything below your threshold goes to a person.
- Step 3Proposes the filing
Suggests the EHR document type and the work queue, so a referral lands with the referral coordinator and a records request with whoever handles release of information.
- Step 4Chases what is missing
Checks each referral against your checklist for that specialty and drafts one specific request to the referring office for anything missing.
Any patient match below the confidence threshold goes to a person, because a page filed to the wrong chart is a privacy incident. Clinical urgency and the decision to accept a referral stay with your clinical team.
- Faxes per day by type
- Touches and minutes per fax
- Days from referral received to visit scheduled
- Misfiled documents found in the weekly audit
- Requests sent for missing referral items
Questions about this agent
Does it work with our e-fax service?
E-fax services deliver pages as image or PDF files to an email inbox, a folder or the EHR, and the agent reads them from wherever they land. The sprint checks how yours delivers them before we quote a build.
What happens to a fax it cannot read?
It goes to a person with the reason attached, such as a poor scan, a handwritten page or missing identifiers. Your team handles it as it does today, and the count of those faxes is part of the weekly report.