Fax Referral Management System
Stop Manually Processing Fax Referrals
Convert incoming fax referrals into structured clinical workflows—reducing transcription effort, accelerating triage, and enabling closed-loop scheduling and notifications. Built for high-volume hospitals and designed to integrate seamlessly with Epic and other health information systems.




The Challenge
The Problem Hospitals Live With Every Day
Fax referrals remain a critical intake channel—but manual handling creates delays, rework, and limited visibility across intake, triage, and scheduling.
Administrative burden
Teams spend hours sorting, splitting, transcribing, and chasing missing information.
Delays in triage & scheduling
Missing data and inconsistent referral forms create bottlenecks that slow patient access.
Risk & compliance gaps
Manual processes make it harder to prove who accessed what, when, and what actions were taken.

From Fax to Workflow in Seconds
Automate referral intake, validation, routing, and scheduling while keeping staff in control with side-by-side review and exception workflows.
Referrals are captured from fax and automatically split, transcribed, validated, and routed into structured work queues for triage and scheduling.
Automatic Splitting
Identify referral boundaries using AI and OCR with optional human confirmation.
Transcription + Validation
Extract key fields and flag missing or invalid information automatically.
Role-Based Work Queues
Prioritize referrals by urgency and service line so teams focus on what matters most.
Deep Epic Integration — Built for Real Healthcare Workflows
Securely connect PF 360 with Epic using HL7/FHIR mapping to enable bi-directional referral and scheduling workflows.
PF 360 Platform
AI Intake • Workflow Engine • Dashboards • Audit Trail
Secure Integration Layer
HL7/FHIR Mapping • Message Brokering • Secure Connectivity
Epic System
Service Orders • Scheduling • Documents • Messaging
Create, Update & Cancel Orders
Synchronize referral lifecycle events directly with Epic.
Attachment Routing
Automatically send referral attachments to Epic document management systems.
Bi-Directional Updates
Receive real-time appointment and status updates and notify stakeholders instantly.
Closed-Loop Referral Lifecycle Management
Track every referral from intake to fulfillment with a structured workflow, unique identifiers, real-time status visibility, and an audit-ready history of interactions.
End-to-End Visibility
Know exactly where a referral is at every stage of the process, from intake to booking to completion.
Exception-Driven Completion
Identify and resolve incomplete referrals quickly by requesting missing information via fax or secure messaging.
Notifications & Updates
Send milestone updates to referring providers and patients as referrals progress.
Security, Privacy & Compliance Built In
Designed for regulated healthcare environments with role-based access, audit logging, secure processing, and standards-based interoperability.
Privacy Controls
Role-based access, audit trails, and secure handling of PHI.
Security Assurance
Operational controls aligned to recognized frameworks and standards.
Interoperability Ready
Integration framework supporting standards-based exchange and secure connectivity with health information systems.
Built for Central Intake & High-Volume Services
Ideal for hospitals and programs managing large volumes of referrals where speed, completeness, and closed-loop coordination matter.
Diagnostic Imaging
Reduce rework caused by missing fields, accelerate triage, and book faster with fewer follow-ups.
Specialty Clinics
Route referrals by service line and urgency while maintaining a consistent workflow across diverse form types.
Mental Health & Programs
Improve transparency and tracking for time-sensitive referrals with structured status updates and audit-ready trails.
Ready to modernize referral intake without disrupting your current channels?
See fax-to-workflow automation and Epic integration patterns in action.
Book a Demo
Tell us your referral volume, target services, and integration requirements. We’ll tailor the demo to your intake workflow and Epic environment.
Tell us about your referral workflow
We’ll tailor the demo to your intake workflow, referral volume, and integration needs.