--- title: "Automations for healthcare intake teams" description: "Fixed-price automations for specialty practices, imaging centers, labs, dental specialists, and home health agencies. Faxed and emailed referrals and orders read and checked, missing items chased, staff approval on a secure screen, and patients texted to schedule, under a business associate agreement." url: https://midnightflow.ai/for/healthcare-intake date_modified: 2026-10-27T15:15:30-07:00 --- # Every referral read, checked, and ready to approve in minutes. Referrals arrive by fax and email, often missing something, and wait in a pile. The automation reads each one, asks the referring office for what is missing, puts it in front of your team to approve, and texts the patient to book. We set it all up, under a business associate agreement. One-time build $3,500 Live in 3 weeks\* After launch We keep it running Runs on FlowRunner $45/month\*\* [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-referral-fax-intake.showcase-hero) See how it works \* The timeline may need to be adjusted depending on the requirements we receive. \*\* FlowRunner pricing varies with the volume of calls and messages. 73% of practices in an MGMA survey name referrals among their top three reasons they still fax. [Source: MGMA and InsightHealth](https://www.mgma.com/getkaiasset/3d85ddee-e329-4280-b726-3a93d63c7771/InsightHealth-MGMA-Agentic-Impact-for-Intake-and-Beyond-Final.pdf) Live demo Try it on your own phone. Play a patient whose doctor just faxed an order. The text to book comes to your phone. 1. Change the order details if you like 2. Add your mobile number 3. Send it, and watch your phone About two minutes. Have your phone handy. ## A referral arrives by fax at 6:40 p.m. Here's what happens next. ### Without automation 3 days until the patient is called The patient booked somewhere else. 1. 6:40 PM The fax lands in the overnight pile. 2. Next day Someone sorts it and finds the insurance card missing. 3. Day 3 The referring office sends it. Someone types it in and calls the patient. ### With automation Next morning the patient is texted to book Booked before lunch. 1. 6:40 PM The fax is read and the insurance card is found missing. 2. 6:41 PM A request for the card goes to the referring office. 3. 9:10 AM The card arrives and is matched to the referral. 4. 10:35 AM Your coordinator approves it on the secure screen. 5. 10:41 AM The patient is texted to book. ## 95% faster lab results processing at a regional healthcare facility, with clinical staff approving every result. [Read the case study](https://midnightflow.ai/portfolio/lab-results-processing-automation) > Now, the system handles everything automatically - the OCR extracts the data, and our clinical staff just reviews and approves it in a clean interface. What used to take all day now takes minutes, and we have a complete audit trail for every single result. Clinical Operations Director, Regional Healthcare Facility ## Your team approves every referral. 1. ### 14 faxes arrived overnight. Referrals, records, results, and junk, all in one pile before the first patient. 2. ### Every fax read and categorized. Records and results are filed, junk is set aside, and a missing insurance card was requested from the referring office overnight. 3. ### 2 referrals wait for your coordinator. Nothing is filed and no patient is contacted until your team approves each referral on a secure screen. 4. ### Your team approves every referral. Your coordinator gets an alert with no patient details, approves on the secure screen, and the patients are texted to book. It always asks before: - Filing any referral - Contacting any new patient - Anything marked urgent Overnight fax inbox From your fax line Showing 5 of 14 faxes Reading and categorizing are automated Waiting for your coordinator Waiting for your coordinator - Records you requested Valley Family Medicine, 12 pages 7:15 PM Unread Filed - New referral Dr. Patel's office, 6 pages 6:40 PM Unread Read Review - Lab results Central Coast Lab, 3 pages 11:02 PM Unread Filed - Referral, marked urgent Coastal Orthopedics, complete 5:55 AM Unread Read Review - Vendor flyer Junk mail, 1 page 2:20 AM Unread Set aside Your coordinator's phone Coastal Imaging intake alerts Automated texts 1. 10:32 AM Automated 2 referrals are complete and ready for your review. 1 is marked urgent. Open secure review 2. 10:33 AM You On it 3. 10:40 AM Automated Both approved. The referrals are filed, and both patients are being texted to schedule. Example: the alert your coordinator gets. Patient details stay on the secure screen. ## What you get - ### Every fax and email read Every document is read as it arrives and categorized as a referral, order, record, result, or junk. - ### Missing items chased A missing insurance card or signed order is requested from the referring office and matched when it arrives. - ### Approved on a secure screen Your team checks each referral beside the original before anything happens. - ### Filed to the right chart Matched to an existing patient or flagged as new, then filed in your EHR or practice system. - ### Patients texted to book Approved new patients get a text with your scheduling link, and one follow-up. - ### HIPAA from day one A business associate agreement, FlowRunner's HIPAA setting on, and a log of who did what. - ### Kept running for you On the care plan, we monitor it, fix it, and make your changes. Your team does nothing. - ### Tested before launch We run it on your past faxes and walk your team through it. ## Works with what you already use - Your fax line - Gmail - Outlook - Your EHR or practice system - Open Dental - Dentrix - Eaglesoft - Text messages Product names and logos are trademarks of their owners. Midnight Flow is not affiliated with or endorsed by them. ## $3,500 One-time build. Live in 3 weeks\*. We keep it running. \* The timeline may need to be adjusted depending on the requirements we receive. Our price covers the build: setup in your accounts, tuning on your own past data, and training your team. FlowRunner runs it from there. [How we work](https://midnightflow.ai/how-it-works) Extras that apply: your FlowRunner subscription, $45/month\*\*, billed by FlowRunner, and your AI model usage, billed by your AI provider. Neither is included in our price. We set both accounts up for you. See [FlowRunner pricing](https://flowrunner.ai/pricing). \*\* FlowRunner pricing varies with the volume of calls and messages. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-referral-fax-intake.showcase-price) [Every detail of this package](https://midnightflow.ai/packages/clinic-referral-fax-intake) Live demo ## Try it as one of your patients. Texting your phone Preview: these texts are simulated on this page. The live demo sends them to your phone. Coastal Imaging 1. You sent an inquiry from the website form ### What's happening ### That was the automation. The fax was read, checked, filed, and turned into a booked appointment, with your coordinator's approval in the middle. Your version reads your referral forms and books into your schedule. We set it up in about three weeks. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=healthcare-intake&utm_content=clinic-referral-fax-intake.live-demo) ### Check your phone! Coastal Imaging's first text arrives in about 10 seconds. Text back as you would for real, and this page shows each step the automation takes. ## More for healthcare intake teams Each runs on its own, and they share connections when you add more. ### [No-shows and overdue recalls texted to rebook, open slots offered to your ASAP list](https://midnightflow.ai/packages/clinic-recall-no-show-recovery) Patients who miss a visit or are past due for recall get a text to rebook, replies are sorted for your front desk, and a cancelled slot is offered to the patients waiting for one. Price $3,500 Live in 3 weeks\* \* The timeline may need to be adjusted depending on the requirements we receive. ### [New-patient paperwork done before the visit, insurance card read, gaps flagged to the front desk the day before](https://midnightflow.ai/packages/clinic-patient-intake-forms) New patients get your intake packet by text when they book, reminders until it is done, and your front desk gets the gaps the day before instead of at the check-in window. Price $3,500 Live in 3 weeks\* \* The timeline may need to be adjusted depending on the requirements we receive. ### [A process we do not list yet, scoped after one call](https://midnightflow.ai/packages/custom) If your process is not on the menu, we scope it on a call and quote a fixed price before any work starts. Price Quoted after one call Live in Set in the quote ## Proof - [Automate Email Intake Case Study](https://midnightflow.ai/portfolio/email-intake-automation) - [Healthcare Lab Results Processing Automation](https://midnightflow.ai/portfolio/lab-results-processing-automation) ## Frequently asked questions ### Why not just use ChatGPT or Claude for this? A chat assistant answers when you ask it something. This runs on its own when a fax lands at 6:40 p.m. It reads the referral, checks it for missing items, asks the referring office for them, puts the referral in front of your team to approve, files it, and texts the patient. It is your intake desk running around the clock, in accounts set up for patient data under a business associate agreement, not a conversation. ### Isn't this just fax reading software? Reading the fax is the first step. This also checks that the referral is complete, chases the referring office for what is missing, has your team approve each one, files it to the right chart, and texts the patient to book. It is the whole intake, at a fixed price. ### Is this HIPAA compliant? Yes. Every build that touches patient data is set up for HIPAA from day one. We sign a business associate agreement before we see any patient data, your FlowRunner workspace runs with its BAA accepted and its HIPAA setting on, every service in the flow is covered, and every step is logged with who did what and when. Texts and emails to your staff carry no patient details, only a link to the secure review screen. It is how we built [lab results processing for a regional healthcare facility](https://midnightflow.ai/portfolio/lab-results-processing-automation). ### Who looks after it once it is live? We can. On the care plan, we monitor it, fix it, and make your changes, so your team does nothing. If you would rather run it yourselves, we hand it over. Either way it lives in a FlowRunner account in your organization's name, so it never depends on us. ### We use a specialty EHR, Dentrix, or Eaglesoft. Will this work with it? Yes. We connect to the systems you already use, including specialty EHRs, Open Dental, Dentrix, and Eaglesoft, along with your fax line, email, and phones. Your team keeps working in the screens they know, and the automation does the reading, checking, and filing around them. ### What else will I pay for besides your fee? Two extras apply to every package. Your FlowRunner subscription is billed monthly by FlowRunner, and your AI model usage is billed by your AI provider. We set both accounts up as part of the build. See [FlowRunner pricing](https://flowrunner.ai/pricing). ## Fit check Tell us about your office and the process you would hand off first. We tell you whether it fits, what it would cost, and how soon it could be live. - About two minutes to fill in - Pick a call time the moment you send it - A fixed price before any work starts Rather talk it through? [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=general&utm_content=fit-check-success) ### Thanks. We have your answers. A copy is on its way to your inbox. Pick a time for a 30-minute call, and we will have read your answers before we talk. [Book a call](https://calendly.com/flowrunner/30min?utm_source=midnightflow.ai&utm_medium=site&utm_campaign=general&utm_content=fit-check-success) --- Markdown version of https://midnightflow.ai/for/healthcare-intake. Site index: https://midnightflow.ai/llms.txt