Referral Tracking & Specialist Follow-Up System
A done-for-you healthcare automation built for the Patient Care Coordinator, connecting Twilio, Airtable, and Google Sheets so the work below happens on its own.
What this automation does, step by step
When a provider refers a patient to a specialist, this automation logs the referral with the patient name, specialist, diagnosis code, and urgency level, sends the referral packet to the specialist office automatically, and texts the patient their specialist's contact information with instructions to schedule.
If confirmation that the appointment was booked hasn't been received within seven days, a follow-up task is created and the patient receives another reminder, closing the referral loop that typically gets lost the moment the patient walks out the door.
- EHR with API access (e.g., athenahealth or eClinicalWorks)
- Zapier or Make.com
- Twilio (patient reminder texts)
- Airtable or Google Sheets (referral tracking log)
- Email (specialist packet delivery)
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
Left to a person, this means a patient care coordinator re-enters the same data more than once, double-checks it by hand, and still occasionally misses something.
With this automation
- Low-stock and reorder alerts before you run out
- Vendor and subcontractor confirmations that chase themselves
- Preventive maintenance scheduled by usage or date
- Work orders and project milestones that update stakeholders
Often built alongside this one
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