Multi-Location Record Transfer Coordination
A done-for-you healthcare automation built for the Health Information Manager, connecting Slack so the work below happens on its own.
What this automation does, step by step
When a patient's records need to move between practice locations, the automation automatically routes the transfer request and confirms it was received by the destination location, instead of the health information manager relying on a phone call or a fax confirmation that may or may not actually get returned.
Every transfer request is timestamped from request to confirmed receipt, giving a clean audit trail for a process that HIPAA takes seriously, and a patient transferring care between locations no longer shows up to their new appointment with records still stuck in transit somewhere between offices.
- Practice management platform (e.g., athenahealth or Kareo)
- Zapier or Make.com
- Secure fax or HIE integration
- Slack (internal deadline alerts)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual approach means a health information manager handles each case reactively, after someone has already noticed something went wrong. It's the kind of work that quietly eats hours every week.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
Often built alongside this one
Eligibility Verification & Prior Authorization Tracker
For every appointment scheduled more than 48 hours out, this automation automatically verifies the patient's insurance eligibility and pulls their…
Staff Credentialing & License Expiration Tracker
Every provider and licensed staff member's credentials (DEA license, state medical license, malpractice insurance, BLS certification, and board…
Automated Insurance Verification Pre-Check
Exactly 48 hours before every scheduled appointment, this automation pings the payer's eligibility API directly through the clearinghouse and pulls…
Booking-Triggered Insurance Eligibility Pre-Check
As soon as a patient books an appointment online or by phone, this automation automatically pings the practice's clearinghouse to run an eligibility…
Referral Authorization Turnaround Tracking
Once a specialist referral requiring prior authorization is logged, this automation automatically starts a turnaround clock against the payer's…
Consent Form Expiration Renewal Alerts
Every consent document that carries an expiration date, including HIPAA acknowledgments, telehealth consents, and chronic care plans, is tracked…