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Early access

Referral fax automation

Classify incoming referral faxes, find missing information, route review, and start patient follow-up.

Published Reviewed

Short answer

Referral fax automation identifies a referral, extracts the approved fields, checks required information, matches the patient, and routes the referral to the correct team. Missing documents and uncertain matches remain assigned to staff.

Where it fits

Use it when referrals arrive by fax and wait for manual indexing before anyone can check completeness or contact the patient.

Clark Street is developing this workflow through early-access projects with defined referral types and destinations.

A practical workflow

  1. 1

    Recognize the referral

    Separate referral documents from results, records, authorizations, and unrelated faxes.

  2. 2

    Extract required fields

    Capture patient, referring provider, requested service, diagnosis or code fields, and included documents as approved.

  3. 3

    Check completeness

    Compare the referral with the practice's required information for that service.

  4. 4

    Route the referral

    Assign the matched referral to the correct specialty, location, and review owner.

  5. 5

    Start follow-up

    Create the approved missing-information or patient-contact task and record status.

What the practice controls

  • Define required fields by referral type.
  • Keep clinical acceptance with the appropriate reviewer.
  • Stop uncertain patient matches.
  • Track requests for missing information to closure.

What to measure

  • Referrals classified correctly
  • Complete referrals at first review
  • Time to assigned owner
  • Time to first patient contact

Common questions

Can the agent accept a referral?
Only an administrative route can be automated. Clinical acceptance and policy exceptions remain with staff.
Can it request missing information?
The early-access workflow can create or start an approved request once the missing item is identified.
Can it schedule the patient?
Scheduling can follow after review when the practice has approved the visit type and system action.

Sources and limits

Product scope, payer rules, and connected-system support can change. Review the linked material and confirm the exact workflow before relying on it.

  1. Luma Health fax automation overview — Official vendor example of document classification, routing, referral processing, and follow-up.
  2. HHS guidance for covered entities and business associates — Official guidance on business associate agreements and safeguards for protected health information.
  3. Clark Street Health product overview — Current patient communication, routing, and EHR workflow scope.

Discuss an early-access workflow

Bring one request type, the rules your staff follow, and the result that belongs in the EHR. We will map the normal path and the exceptions with you.

Book a workflow demo