The referral enters another queue.
Staff read the packet, find or create the patient, enter data, and decide who owns the next action before outreach can begin.
DEVELOPED BY DOCTORS
Turn every orthopedic referral into a booked appointment.
Insight Health's AI agents read each inbound referral, match or create the patient, reach out by phone and text, collect insurance and intake details, coordinate authorization, then book the right appointment directly in your EHR or practice-management system using rules set by the practice, provider, location, and procedure.
Under 2 minTo read, structure, match, and route an inbound referral.
24/7Patient outreach and referral follow-through.
12+EHR integrations supporting direct workflow automation.
One pathFrom referral received to appointment booked.
ORTHOPEDIC REFERRAL CONVERSION
Referral leakage happens after the fax arrives.
Reading the document is only the first step. The referral still needs a patient, complete insurance, authorization, outreach, the right appointment type, and a time that follows your scheduling rules.
The patient is hard to reach.
Phone tag, incomplete insurance, and unanswered intake questions keep clinically appropriate referrals from reaching scheduling.
Authorization and scheduling are disconnected.
Even complete referrals stall when payer requirements, procedure prerequisites, and provider scheduling rules live in separate workflows.
END-TO-END AI COORDINATION
One coordinated path from referral received to appointment booked.
Each agent completes its part of the workflow, passes the context forward, and brings staff in only when a clinical or operational exception needs review.
Read the referral.
Capture faxes, portal uploads, orders, clinical notes, imaging, demographics, and insurance documents from the channels already used by the practice.
Match the patient.
Find the correct patient record or prepare a new patient record, then structure the referral details needed for the next action.
Reach the patient.
Contact the patient by phone and text, explain the next step, confirm interest, and continue outreach within the practice's approved contact rules.
Complete intake.
Collect and verify demographics, insurance, preferred location, appointment needs, and any procedure-specific intake information.
Coordinate authorization.
Check whether authorization is required, connect the supporting clinical evidence, request missing information, and keep the open action moving.
Book in the EHR.
Offer eligible times and schedule directly in the EHR or practice-management system using rules set by practice, provider, location, and procedure.
PATIENT-FACING FOLLOW-THROUGH
The referral does not stop at document processing.
The document agent reads and structures the referral. Lumi, the patient-facing AI assistant, reaches the patient, collects the missing information, answers approved questions, and guides the patient to the right appointment.
Every interaction stays connected to the referral so the scheduling agent can act on complete information instead of starting over.
Patient outreach.Phone + text
Insurance and intake.Collected
Authorization status.Tracked
Eligible appointment.Booked
Workflows, scripts, contact windows, escalation paths, and scheduling authority are configured with the practice.
THE INFORMATION NEEDED TO BOOK
Every referral detail and scheduling rule stays connected.
The AI agents combine referral documents, patient responses, payer requirements, and scheduling availability into one coordinated workflow.
Referral and procedure orders.
Identify the requested service, diagnosis, urgency, ordering provider, clinical context, and procedure instructions.
Patient identity and demographics.
Match the correct patient or collect the information required to prepare a new patient record without duplicating charts.
Insurance and benefits.
Collect insurance details, identify missing information, and connect payer data to the referral and authorization workflow.
Authorization prerequisites.
Keep clinical evidence, payer requirements, missing-information follow-up, and authorization status tied to the requested service.
Practice and provider rules.
Apply rules for provider, location, appointment type, referral source, urgency, visit length, and required prerequisites.
EHR and PM availability.
Use eligible appointment inventory and book the selected time directly into the connected EHR or practice-management system.
REFERRAL OPPORTUNITY CALCULATOR
Estimate the appointments hidden in your referral queue.
Adjust referral volume, current booking rate, target booking rate, and estimated appointment value to model the operational opportunity for your practice.
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Referrals not booked today each month.200
Additional appointments at target rate.75
Potential annual appointment value.$225,000
Review your referral workflowIllustrative estimate only. Actual booking rates, reimbursement, patient eligibility, authorization outcomes, and appointment value vary by practice.
COMMON QUESTIONS
What orthopedic teams ask about referral-to-appointment automation.
Practical answers for leaders evaluating end-to-end referral coordination with AI agents.
Can AI agents contact patients by phone and text?
Yes. Patient outreach can use phone and text within contact windows, scripts, languages, escalation rules, and consent workflows approved by the practice.
Can scheduling rules vary by provider, location, or procedure?
Yes. Eligibility and scheduling logic can account for provider preferences, location, appointment type, referral source, urgency, visit length, procedure, and required prerequisites.
Can appointments be booked directly in our EHR or practice-management system?
Yes, where the connected integration supports scheduling. The agent checks eligible availability, presents appropriate choices, and writes the confirmed appointment into the system of record.
How does the workflow handle prior authorization?
The authorization agent identifies whether authorization is needed, connects the supporting evidence, chases missing information, monitors open actions, and keeps scheduling aligned with authorization status.
What happens when a patient cannot be reached?
The workflow follows the approved outreach cadence, records each attempt, tries permitted channels, and escalates the referral to staff when the configured threshold is reached.
Is this only document processing?
No. MagicDocs handles the inbound referral documents, Lumi handles patient-facing outreach and intake, and the scheduling agent coordinates the final appointment in the EHR or practice-management system.
SAFE, SECURE & COMPLIANT
Built for clinical workflows and protected health information.
Insight Health combines healthcare-specific automation with the safeguards clinical organizations expect.
HIPAA compliant.
Healthcare data is protected with safeguards designed for clinical operations and patient privacy.
SOC 2 Type II certified.
Independent controls support security, availability, and confidentiality across the platform.
Developed by doctors.
Practicing physician founders help shape workflows around real clinical and operational needs.
TURN REFERRALS INTO CARE
Make a booked appointment the default next step.
See how coordinated AI agents can move each orthopedic referral through intake, patient outreach, insurance, authorization, and scheduling.
Book a demo