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**
* 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
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.
- 6:40 PMThe fax lands in the overnight pile.
- Next daySomeone sorts it and finds the insurance card missing.
- Day 3The 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.
- 6:40 PMThe fax is read and the insurance card is found missing.
- 6:41 PMA request for the card goes to the referring office.
- 9:10 AMThe card arrives and is matched to the referral.
- 10:35 AMYour coordinator approves it on the secure screen.
- 10:41 AMThe patient is texted to book.
95% faster
lab results processing at a regional healthcare facility, with clinical staff approving every result.
Read the case studyNow, 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.
Your team approves every referral.
-
14 faxes arrived overnight.
Referrals, records, results, and junk, all in one pile before the first patient.
-
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.
-
2 referrals wait for your coordinator.
Nothing is filed and no patient is contacted until your team approves each referral on a secure screen.
-
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
- Records you requested Valley Family Medicine, 12 pages7:15 PM Unread Filed
- New referral Dr. Patel's office, 6 pages6:40 PM Unread Read Review
- Lab results Central Coast Lab, 3 pages11:02 PM Unread Filed
- Referral, marked urgent Coastal Orthopedics, complete5:55 AM Unread Read Review
- Vendor flyer Junk mail, 1 page2:20 AM Unread Set aside
Your coordinator's phone
- 10:32 AM Automated
2 referrals are complete and ready for your review. 1 is marked urgent.
- 10:33 AM You
On it
- 10:40 AM Automated
Both approved. The referrals are filed, and both patients are being texted to schedule.
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
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. ** FlowRunner pricing varies with the volume of calls and messages.
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.
- 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.
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
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
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
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
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.
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.
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
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.
See whether this fits your office
A 30-minute call against how you work today, or a short fit check if you would rather write than talk.