Use cases · Operations
Referral intake tracking
Read incoming referrals from email, portals or scanned forms, capture the administrative details, check that the required paperwork is attached, and queue each referral for scheduling staff, so fewer referrals sit unread or incomplete.
Where it starts
The trigger.
A referral arrives by email, portal upload or scanned form.
How it runs today
- Referrals arrive in several inboxes and formats and are easy to miss.
- Staff retype the same details into the scheduling system.
- Missing paperwork is found only when someone tries to book.
The workflow
Four bounded steps.
Each step has an owner and a stop rule.
- 01 / Collect
Read new referrals from the approved inboxes and portals only.
- 02 / Capture
Capture administrative details, such as referring practice, requested service and contact information, with a note of where each came from.
- 03 / Check
Check the referral against the intake checklist and list anything missing or unreadable.
- 04 / Queue
Queue complete referrals for scheduling staff, and route incomplete ones to the intake team to request what is missing.
Where people stay in control
Approval points.
- Clinical staff make every decision about priority, suitability and care.
- Referral documents stay in approved systems under the organisation’s privacy rules.
How we would measure it
Against a baseline.
Measured before and after, on the same work.
Time from referral received to first contact with the patient.
Referrals that were incomplete at first review.
Referrals waiting more than the agreed time without action.
Related
Go deeper.
More use cases
Other places to start.
Document intake and review
Pull the fields out of incoming documents, check them against your rules, and route only the exceptions to a person.
See the workflow OperationsThe weekly status brief
Gather updates from approved tools, draft the brief, and flag the items that need a decision.
See the workflow OperationsInventory reorder alerts
Watch stock levels across systems, flag items likely to run short, and draft reorder suggestions for a buyer to approve.
See the workflowAn illustrative workflow pattern, not a result from a specific customer.
Bring the messy version
One workflow.
A better way to run it.
Show us the tools, the handoffs, and the part that keeps slowing your team down.
---
title: "Referral intake tracking: AI Use Case"
description: "Read incoming referrals from email, portals or scanned forms, capture the administrative details, check that the required paperwork is attached, and queue each referral for scheduling staff, so fewer referrals sit unread or incomplete."
url: https://lidvizion.ai/use-cases/referral-intake-tracking/
site: Lid Vizion
index: https://lidvizion.ai/llms.txt
---
[Use cases](https://lidvizion.ai/use-cases/) · Operations
# Referral intake tracking
Read incoming referrals from email, portals or scanned forms, capture the administrative details, check that the required paperwork is attached, and queue each referral for scheduling staff, so fewer referrals sit unread or incomplete.
[Talk through this workflow](https://lidvizion.ai/contact/?need=ai-workflow&from=%2Fuse-cases%2Freferral-intake-tracking%2F#write) · [Connect your tools](https://lidvizion.ai/services/integrations/)
Where it starts
## The trigger.
A referral arrives by email, portal upload or scanned form.
How it runs today
- Referrals arrive in several inboxes and formats and are easy to miss.
- Staff retype the same details into the scheduling system.
- Missing paperwork is found only when someone tries to book.
The workflow
## Four bounded steps.
Each step has an owner and a stop rule.
1. 01 / Collect
Read new referrals from the approved inboxes and portals only.
2. 02 / Capture
Capture administrative details, such as referring practice, requested service and contact information, with a note of where each came from.
3. 03 / Check
Check the referral against the intake checklist and list anything missing or unreadable.
4. 04 / Queue
Queue complete referrals for scheduling staff, and route incomplete ones to the intake team to request what is missing.
Where people stay in control
## Approval points.
- Clinical staff make every decision about priority, suitability and care.
- Referral documents stay in approved systems under the organisation’s privacy rules.
How we would measure it
## Against a baseline.
Measured before and after, on the same work.
### Time from referral received to first contact with the patient.
### Referrals that were incomplete at first review.
### Referrals waiting more than the agreed time without action.
Related
## Go deeper.
- [Connect your tools](https://lidvizion.ai/services/integrations/): Put the right context within reach of the workflow.
- [Client vs. server: where code runs](https://lidvizion.ai/resources/basics/backend-client-vs-server/): What belongs in the browser or app, and what must stay on a server you control.
- [Stop referrals from slipping through](https://lidvizion.ai/guides/stop-referrals-from-slipping-through/): A four-step playbook to bring referrals into one queue, capture administrative details, check paperwork against your checklist and hand scheduling staff complete referrals.
- [How to manage referral intake with AI](https://lidvizion.ai/answers/how-to-manage-referral-intake-with-ai/): How can a practice or service team use AI so incoming referrals are captured, checked and queued instead of sitting unread?
More use cases
## Other places to start.
[All use cases](https://lidvizion.ai/use-cases/)
- [Document intake and review](https://lidvizion.ai/use-cases/document-intake-review/): Operations Pull the fields out of incoming documents, check them against your rules, and route only the exceptions to a person.
- [The weekly status brief](https://lidvizion.ai/use-cases/weekly-status-brief/): Operations Gather updates from approved tools, draft the brief, and flag the items that need a decision.
- [Inventory reorder alerts](https://lidvizion.ai/use-cases/inventory-reorder-alerts/): Operations Watch stock levels across systems, flag items likely to run short, and draft reorder suggestions for a buyer to approve.
An illustrative workflow pattern, not a result from a specific customer.
Bring the messy version
## One workflow. A better way to run it.
Show us the tools, the handoffs, and the part that keeps slowing your team down.
[Let’s map your workflow](https://lidvizion.ai/contact/) · [Read our approach](https://lidvizion.ai/approach/)