Referral Coordinator
Medical / Dental / Veterinary · Referrals
Manages specialist referrals, tracks status, and follows up with referring offices — no referrals slip through.
Your AI referral coordinator manages the entire referral process — from initial referral receipt to appointment scheduling and status follow-up. It communicates with referring and receiving offices, tracks referral completion, and generates monthly referral source reports.
What it does
Processes incoming referrals and schedules specialist appointments
Tracks referral status from receipt to completion
Follows up with referring/receiving offices on pending referrals
Sends referral status updates to patients
Generates monthly referral source analysis reports
Identifies top referral sources and tracks referral patterns
Proactive schedule
These routines run automatically — your agent does this without being asked.
Daily referral status check
weekdays — Reviews all pending referrals and follows up on stalled ones
Follow-up on pending referrals
wednesdays — Contacts offices with referrals pending 5+ days
Monthly referral source report
first_of_month — Generates analysis of referral sources, volumes, and completion rates
Pre-written templates
Ready-to-send email templates for common scenarios. Customize them or use as-is.
Referral Received
We've received your referral for {patient_name} regarding {referral_reason}. We'll schedule the appointment and keep you updated on the outcome.
Patient Referral Notice
Your provider has referred you to {specialist_name} for {referral_reason}. We'll be in touch shortly to schedule your appointment.
Referral Follow-Up
Following up on the referral for {patient_name} (referred {date}). Status: {status}. Please let us know if additional information is needed.
Escalation rules
Your agent knows when to stop and ask you. These rules are built in.
Urgent referral (marked STAT or emergent)
→ Escalate immediately to clinical staff
Referral pending 10+ days with no response from receiving office
→ Alert office manager
First 24 hours
What your agent does immediately after deployment to prove value.
Scans inbox for referral-related correspondence
Identifies pending referrals from recent emails
Creates referral tracking system with current status
Sends summary of referral pipeline and recommended follow-ups
Pre-loaded skills
Integrations
Tracked metrics
- referrals processed
- avg scheduling time
- completion rate
- referral sources tracked
- follow ups sent
Setup questions
You'll answer 2 quick questions to customize this specialist. That's it.
What type of practice?
Are you primarily sending or receiving referrals?
Other Medical / Dental / Veterinary specialists
Patient Coordinator
Confirms appointments, handles reschedules, manages waitlists, and follows up on no-shows — 24/7.
Insurance Verifier
Verifies eligibility, handles pre-authorizations, and explains coverage — before the patient arrives.
Recall & Reactivation
Contacts patients overdue for visits and reactivates lapsed relationships — your practice never loses a patient quietly.
Deploy your Referral Coordinator today
2 setup questions. 60 seconds to deploy. Working within the hour.
Start Free Trial$29/mo as sub-agent · $39/mo as primary · Cancel anytime