Healthcare runs on records from somewhere else.
Practices, medical supply companies, device manufacturers, IPAs and health plans all depend on documents that arrive from another organization. We bring them together, match them to the right patient, order, provider or device, flag what's missing and prepare follow-ups for staff to review, alongside the systems you already run. Your team keeps control of every clinical and quality decision.
Free 30-minute conversation about how your business runs. Practical recommendations. No obligation.
Prefer to talk? Call (435) 243-5808 about your workflow, or .
Your core system handles the transaction. The chase happens between organizations: records from the hospital, orders from a referring office, credentialing documents from providers, complaints from distributors.
Scheduling and patient messaging are well covered by practice systems, and billing platforms do much of the rest. What's left is the back and forth with everyone outside your organization, carried by staff one fax, email and portal at a time.
- Outside records that arrive after the visit they were needed for
- Orders billed before the documentation is complete
- Credentialing files that fall out of date between audits
- Complaints and prior authorizations held up by missing details
Where we'd take the work off your team.
Each of these can start with the software you already have. Every card has a common example on the back.
Outside records, matched before the visit
Records from hospitals, labs and other practices are matched to the right patient and upcoming visit as they arrive. Anything still missing ahead of the visit gets a follow-up drafted for staff, and uncertain matches go to a person.
A specialty practice sees patients whose outside imaging reports arrive by fax after the appointment.
Incoming faxes and portal documents are matched to the patient and their next visit. Reports still missing two days out get a request to the other office, drafted for staff to send.
- Fax and portal document intake
- AI patient and visit matching
- Requests to other offices for staff review
Referrals ready to schedule
Each incoming referral is checked for what you need to schedule it: notes, insurance details, the reason for referral. Missing items are requested from the referring office, and that office hears back when the patient is booked.
An orthopedic practice receives referrals without insurance details or clinical notes, and staff trade calls with the referring office for days.
Each referral is checked on arrival, and a request for what's missing is drafted for staff approval. Once it's complete, it moves to scheduling and the referring office gets an update.
- Referral completeness check
- Requests to the referring office
- Handoff to scheduling
Orders with complete documentation
Each order is checked for the prescription, the documentation the payer requires and proof of delivery before it's billed. Anything missing goes back to the referring office or the delivery team, and the claim waits until the file is complete.
A home medical equipment supplier has claims denied because a signed order or delivery ticket is missing from the file.
Before billing, each order is checked against that payer's documentation list. Missing items go back to the referring office or the driver, and the claim waits until the file is complete.
- Documentation checklist by payer
- Missing-document requests
- Billing hold until complete
Prior authorization packets, complete
The information each payer asks for is gathered from the chart or order and checked against that payer's requirements for staff to review and submit. Every request is tracked to a decision. Payers still decide on their own timeline.
An imaging center resubmits prior authorizations because a payer keeps asking for details that were in the chart all along.
Each request starts from that payer's checklist, filled from the chart with gaps flagged. Staff review before it's sent, and a denial comes back with the reason attached.
- Payer checklist filled from the chart
- Gap flags for staff review
- Submission tracking
Credentialing files that stay current
Provider credentialing files are tracked against your delegation standards: licenses, certifications and expiration dates, with re-credentialing flagged well ahead and oversight reports assembled from records that are already complete.
An IPA prepares for a health plan's delegation audit by pulling credentialing files together by hand.
Each provider's file is checked against the credentialing checklist as documents arrive, expirations are flagged months ahead, and the audit file is built from complete records.
- License and expiration tracking
- Checklist checks against delegation standards
- Audit file assembly
Complaints routed to quality
Complaints arriving by email, call notes and distributor reports are logged, matched to the device and lot, and routed into your complaint and corrective action process, with a time-stamped record of every step.
A small device manufacturer's complaints land in a shared inbox, and some aren't logged until someone notices.
Each complaint is logged with the device, lot and reporter, flagged for quality to review for reportability, and routed with the evidence attached. Every step keeps a time-stamped record.
- AI complaint intake from email and notes
- Device and lot matching
- Time-stamped audit trail
Take the chase off your team. Keep care with your people.
In healthcare, the edge cases matter most. So anything clinical, urgent, unclear or quality-related goes to a person, and nothing we build makes a clinical or reportability decision.
- Uncertain patient, provider or device matches go to staff, never filed on a guess
- Payer submissions, releases of information and complaint decisions are reviewed by people first
- Messages to other offices, providers and patients use wording you approve
- If a connection fails, work falls back to the queue your team already uses
The simplest automation that works.
Your core systems are worth keeping. We work alongside them on the records and requests that come from outside your organization.
- Your EHR or practice management
- Brightree
- NikoHealth
- Quality management systems
- Credentialing platforms
- E-fax and referral inboxes
- Payer portals
- Clearinghouses
- More+
Where we'd leave things alone. EHRs and patient engagement tools already handle scheduling, check-in and patient messaging, DME billing platforms manage orders and claims, and quality systems hold device records well. We check what you have first, and work on the handoffs still left to your staff.
- 01
Configure what you have
Your platform may already do it. It just isn't set up for how you work.
- 02
Connect your systems
Tools that work fine on their own, joined so nobody retypes between them.
- 03
Replace a narrow tool
Where a costly subscription does a small, stable job, owning a replacement can win.
- 04
Build custom
When an important workflow needs something no product does at a sensible price.
Start with one outside handoff.
Referrals, orders, credentialing or complaints: pick the one your staff chase most. Healthcare work touches regulated information and more people have a say, so we confirm access, plan the data handling and agree who approves what before anything runs.
Get My Free Workflow ReviewFree 30-minute conversation about how your business runs. Practical recommendations. No obligation.
Prefer to talk? Call (435) 243-5808 about your workflow, or .
- 01
Map the handoff and every place regulated information goes
- 02
Check what your current systems already cover
- 03
Agree what staff approve, and what gets escalated
- 04
Run it beside the current process and measure the queue
Run your own numbers, four ways.
Time saved isn't money saved unless something changes. So this keeps four kinds of benefit apart, and never counts the same hours twice.
What would automating this be worth to you?
7 short questions about the time your team spends chasing records, orders, authorizations and credentialing documents, one at a time, each with what to enter and why we ask. Skip any you don't know. Your answers stay in your browser.
These are typical savings, estimated from the numbers you entered and reduced to reflect the results automation projects commonly deliver.
They aren't a quote or a promise of savings. Every business is different, so your results could be higher or lower. A real estimate of the savings and the ongoing cost comes from properly scoping your workflow, and the free workflow review is where that starts.
Your answers are worked out in your browser and never leave this page.
Solutions designed to be HIPAA and HITECH compliant, covered by a BAA from us and every platform involved, with data encrypted in transit and in storage, in accounts you own.
How we handle healthcare data →Questions people ask
We're a supplier, manufacturer or IPA, not a practice. Does this apply?
Will you replace our EHR, billing or quality system?
Do you sign a BAA?
Can this handle regulated information?
Will prior authorizations come back faster?
What is manual work costing your business?
Repetitive admin, missed follow-ups and disconnected systems take time away from running your business. Bring us one process that slows your team down. We'll help you understand what could improve, how much time you could recover, and what it might cost to implement.
Get My Free Workflow ReviewFree 30-minute conversation about how your business runs. Practical recommendations. No obligation.
Not sure where to start? That's what the free call is for. We'll walk through how your business runs and find the easiest wins, the places where automation and AI agents can take work off your team first.
Prefer to talk? Call (435) 243-5808 about your workflow, or .