Automate referral and patient intake
Unstract sorts every referral fax, reads it, matches the patient to the right chart and checks the packet, then posts it to the work queue in your EHR or practice management system for your intake coordinators.
Trusted by healthcare and revenue cycle teams around the globe
Referrals arrive on a fax machine, not in the EHR
A referring office sends one long fax: the referral form, visit notes, the insurance card and a copy of the patient's ID. An intake coordinator reads every page, keys the patient into the EHR and calls the office back for whatever didn't come through.
A referral keyed by hand while the booking window runs down
Form, notes, card and ID stacked in one fax
A patient name that doesn't match the chart on file
Missing clinical notes, still being chased a week later
A second chart opened for a patient already on file
Each referral is sorted, keyed, matched to a chart and chased for missing notes by hand before anyone can call the patient to book.
Unstract sorts and reads every referral fax, matches the patient, checks the packet and posts it to the EHR work queue. An intake coordinator sees only the referrals that need a decision.
From the referral fax line to the EHR work queue, without the keying
Five steps, run on their own for every referral. Parsing by LLMWhisperer, extraction by Document Studio, the whole run by Flow.
Pick up every referral from fax, portal and email
Referrals reach you through the fax line, the referral portal and the intake inbox. Each one is picked up as it arrives and opened as one referral record, with the referral form, clinical notes, insurance card and demographics often packed into a single fax.
No fax waits in a tray overnight. The run starts when the last page comes through.
Split the fax into the referral form, notes, card and ID
Every page is classified on arrival: referral form, clinical notes, insurance card, photo ID or test results. The 20-page fax becomes one structured referral with each attachment named, in whatever order the referring office fed the pages into its machine.
Coordinators stop paging through a long fax to find the insurance card.
Read every page, then pull the patient, provider and service
LLMWhisperer reads each page as text with its layout kept, so a skewed fax, a handwritten reason for referral and the ticked urgency box all come through. Document Studio then extracts the fields you defined: patient demographics, the referring provider and NPI, diagnosis codes, the requested service, urgency and insurance details.
Every referring office's form returns the same fields, whatever layout it uses.
Match the patient to the right chart before anyone keys a thing
The patient is matched against the EHR's patient index and linked to an existing chart or created new. The referring provider's NPI is checked, the insurance is checked against the plans you accept, and the fax is checked for the clinicals the requested service requires. An uncertain match, missing clinicals or out-of-network insurance stops for an intake coordinator, with the fax page and the candidate charts side by side.
Duplicate charts stop at the door, and missing notes are requested on day one instead of at scheduling.
Post each referral to the EHR work queue, sorted by urgency
The checked referral lands in the referral work queue of your EHR or practice management system, such as Epic or Oracle Health, sorted by the urgency the referring provider marked and ready for scheduling. Anything missing goes back to the referring office as a request that names the exact document. Your intake coordinator decides whether to accept the referral.
Urgent referrals reach the top of the queue once they're checked, not when someone next clears the fax tray.
Watch a day of your referral faxes run.
Bring the faxes from one referral line, the crooked and handwritten ones too. We sort, read and match each one while your coordinators watch.
Everything that comes through with a referral
Documents
- Referral forms
- Patient intake forms
- Insurance verification forms
- Clinical notes
- Physician orders
- Consent forms
- Discharge summaries
- Insurance cards
- Photo IDs
- Lab and imaging results
Fields captured
Our agents are extroverts.
Cloud storage like S3, Google Drive, Dropbox and Box. Databases and warehouses like Snowflake, BigQuery, Postgres and SQL Server. Accounting, ERP and CRM systems like QuickBooks, Xero, SAP, NetSuite, Salesforce and HubSpot. Project trackers like Jira, Asana, ClickUp and Linear. And anything with an API.
Live on one referral line first
Nobody on your side writes code, and intake keeps running as it does today while the new run proves itself on one fax line.
Book a consultation
We go through a week of your referral faxes together: which offices send them, what arrives with them, and what your coordinators check before a referral goes to scheduling.
Built on your referrals
Page sorting, the fields, the patient match against your EHR and the clinicals each service needs are set up on your own faxes, not samples.
Pilot one line, then add the rest
One referral line or specialty runs live within days. When the numbers hold, the other lines follow and the hold rules carry over.
Built for the teams that work the referral queue
Patient intake automation that turns each referral fax into a matched, checked record, so the front desk calls patients instead of keying packets.
A referral queue sorted by urgency, with missing clinicals already requested and every coordinator decision logged.
Fewer duplicate charts: each referred patient is matched against the patient index before registration opens a new record.
Each referring office's own form read into the same record, with the clinicals your specialty requires checked the moment the fax lands.
Referrals in the queue in minutes, gaps caught on arrival
A referral packet is PHI from cover sheet to last page
A 20-page referral fax is a full PHI packet: name, date of birth, address, member ID, diagnosis codes, visit notes and a copy of the patient's ID. It lands on a fax server or a shared machine before anyone has matched it to a chart.
- Encrypted in transit and at rest.
- Referral packets are never used to train models.
- Access by role, location and specialty, with every match, hold and coordinator decision logged against the referral.
- Retention you set: processed faxes are deleted on your organization's schedule.
- Self-hosted deployment for health systems whose policies keep PHI inside their own network.
What intake coordinators and practice managers ask first
One that returns the whole packet, not only the form. Document Studio deploys an endpoint for your referral run: send the fax, and the response holds the patient, the referring provider and NPI, diagnosis codes, the requested service, urgency and insurance, plus a list of the attachments found and any that are missing. Each value carries a confidence score.
Test on your own worst faxes, not clean samples. Check that a handwritten reason for referral is read, that ticked and empty urgency boxes come back correctly, that a packet fed in out of order is still sorted into the right documents, and that you can see where on the page each value came from. LLMWhisperer's Highlight API shows that location for every value.
No. Referral management software tracks a referral through scheduling, visits and closing the loop with the referring office. Unstract handles the paperwork side before that: sorting the fax packet, reading it, matching and checking it, and posting it to the EHR work queue. It is not a scheduling system or a patient-facing intake app, and it fits alongside the referral management tools you already run.
With referral intake automation, the coordinator opens a finished record instead of a raw fax. The pages are already sorted, the fields read, the patient matched to a chart, the NPI and insurance checked, and any missing clinical notes requested from the referring office.
No. Unstract reads the urgency the referring provider marked and sorts the queue by it. Clinical urgency and the decision to accept a referral stay with your intake coordinator and your clinicians.
Contactless patient intake apps collect information from the patient on a phone or a tablet. Unstract reads what other people send you: referral faxes, clinical notes, insurance cards and the paper intake forms that still come back from the waiting room. The two work side by side.
Every referred patient is matched against your EHR's patient index on name, date of birth, phone and address before anything is created. A confident match links the existing chart. Two possible charts, or a near match with a different spelling, stop for a coordinator to pick the right one.
The referral holds with the reason attached: which clinicals the service requires and which are absent, or which plan was read from the card. The coordinator sends the request back to the referring office or calls the patient about coverage, and the other referrals keep moving.
Flow posts each referral to the referral work queue in your EHR or practice management system, such as Epic or Oracle Health, and passes it on to scheduling. The fax and its sorted documents travel with the record, so nobody downloads and keys them again.
Unstract is SOC 2, ISO 27001, GDPR and HIPAA compliant. Referral packets are encrypted in transit and at rest, never used to train models, and deleted on the schedule you set. Self-hosted deployment is available for organizations that keep PHI on their own network; the Trust Center has the full list of safeguards.
Within days on one referral line. In a consultation we set up the page sorting, the fields, your matching rules and the hand-off to your EHR on your own faxes. The other lines follow once the numbers hold.
Bring last week's referral faxes to a consultation
Pick one referral line and bring the faxes it got last week, the hard-to-read ones included. You'll see each packet sorted, matched to a chart and posted, with every hold explained.