Transform how your organization handles referrals from the moment they arrive to the moment patients are scheduled

HealOS identifies incoming referrals from fax, email, HIEs, uploads, and EHR systems. Every document is digitized and logged, ensuring no referral slips through the cracks. AI scans for patient information, clinical notes, and relevant data immediately upon receipt.

AI automatically creates structured, EHR-ready patient charts: Insurance details, Demographics, Diagnoses and clinical summaries, Referring provider information, Past medical history (if provided). Comprehensive charts are generated in seconds, reducing delays and improving operational consistency.

Insurance coverage is verified instantly using payer and EHR integrations. HealOS: Confirms active coverage, Identifies benefit eligibility, Flags mismatches & expired policies, Reduces downstream billing errors. This prevents scheduling patients without valid coverage and reduces claim denials.

The AI detects the patient's cellphone number and sends scheduling links via SMS. HealOS: Matches availability, Prioritizes urgency, Allows patient self-scheduling, Handles reminders to increase attendance. Clinics see up to 15% more appointments booked with automated outreach.

HealOS categorizes referrals by: Therapy type (ABA, speech, OT, PT), Specialty care, Urgency level, Insurance carrier, Referral completeness. Missing information, such as insurance cards or provider signatures, is flagged automatically for follow-up.

The system automatically detects if the patient already exists in your EHR: If yes → records are updated, If no → a new structured patient entry is created. This ensures accurate, standardized patient data with zero manual typing.

Tasks like insurance follow-up, clinical review, or scheduling can be automatically assigned to team members. Alerts ensure: No delays, No unclaimed tasks, Full accountability, Clear processing workflows. This reduces operational clutter and improves team coordination.

HealOS provides complete visibility with advanced referral tracking automation analytics, including: Referral volume, Source performance, Conversion rate, Time-to-first contact, Time-to-appointment, Staff performance metrics. These insights help healthcare leaders optimize referral workflows and improve patient access.

HealOS continuously monitors referral progress and: Sends updates to referring providers, Ensures all documents move through the EHR, Follows up automatically when action is needed, Provides real-time status visibility. No referral is ever forgotten or stalled.