Midnight Flow
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Healthcare intake teams

Every referral read, checked, and ready to approve in minutes.

Faxed and emailed referrals and orders are read as they arrive, checked for missing items, chased with the referring office, approved by your team on a secure screen, filed, and the patient is texted to schedule.

One-time build
$3,500
Live in
3 weeks*
Your time
About 4 hours
After launch
We keep it running
Runs on FlowRunner
$45/month**
Book a call See what you get

* The timeline may need to be adjusted depending on the requirements we receive.

** FlowRunner pricing varies with the volume of calls and messages.

See it in action, step by step

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.

How it runs

One real example, start to finish.

  • Runs on its own
  • A person on your team decides

  1. Fax picked up

    A referral faxed at 6:40 p.m. is picked up within minutes.

  2. Details pulled out

    The patient, the order, and the referring doctor are read off the fax.

  3. Missing item chased

    The insurance card is missing, so the referring office is asked the same minute.

  4. Coordinator approves

    A person decidesYour intake coordinator checks the details beside the original and approves.

  5. Patient books

    The referral is filed to the chart, and the patient gets a text to book.

What changes for your team

Your front desk stops printing, reading, and sorting the fax pile before the first patient.

Your intake coordinator stops chasing referring offices by phone and retyping names, dates of birth, and insurance numbers from a blurry page. They still see every referral, but they see it complete, laid out, and next to the original, and their job is to check it, not to copy it.

New patients hear from you the same day the referral is complete. The calls your team does make are the ones that need a person.

You stay in charge.

The routine runs on its own. At these moments it stops, asks a person, and waits for the answer.

  • A referral is complete and ready to file and act on.

    Secure review screen for your intake coordinator, with a text or email alert that carries no patient details

  • A referral carries an urgent or STAT marking.

    Text to your intake manager, with no patient details, pointing to the secure screen

  • A document does not fit any category you set, or the patient cannot be matched with confidence.

    Secure review screen for your front desk lead, who picks the category or the chart

You set the rules, and can change them any time

  • The categories, and which ones need a person's check before filing.
  • The checklist for each referral type, and what must be present before a referral can be approved.
  • Who reviews what. One coordinator for all referrals, or different people by specialty, location, or referring office.
  • What counts as urgent, and who is told during and after office hours.
  • The patient text: the wording, your scheduling number or link, and when the follow-up goes out.
  • The morning summary: when it arrives, who gets it, and what it lists.

Your part is small.

4 hours

of your team's time

3 weeks*

to live

* The timeline may need to be adjusted depending on the requirements we receive.

We build, connect, and testMidnight Flow
Sign the BAAPractice administrator, 15 min Week 1, day 1
Fax service loginOffice or intake manager, 15 min Week 1, day 1
EHR accessOffice or intake manager, 30 min Week 1, day 1
Accounts setup callPractice administrator, 45 min Week 1, day 1
Checklist and past faxesIntake coordinator, 1 hour Week 1, day 3
Test run reviewPractice administrator or intake manager, 1 hour Week 3, day 15

Project start

Monday, November 2

Going live

Monday, November 23*

An estimate, if we start next Monday.

Want to start Monday, November 2?

Book a call
What can move the date
  • Moving your fax number from a physical machine or an unsupported provider to a digital fax service.
  • Business associate agreements with your fax, texting, email, or AI provider that are not in place yet.
  • Referral forms that differ by specialty and need separate checklists.
  • Your team's time to review the test run and approve go-live.

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.

95% faster

lab results processing at a regional healthcare facility, with clinical staff approving every result.

Read the case study

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

The details

Included

  • Every incoming fax and emailed referral picked up as it arrives, from your fax service or from the inbox your faxes are delivered to.
  • Each document read and categorized, using the categories you approve, such as new referral, order, records, result, payer letter, and junk, with each referral's details pulled out, including patient name, date of birth, phone, referring provider, reason, insurance, and any urgent or STAT marking.
  • A completeness check against your checklist for each referral type, such as the insurance card, the signed order, and recent notes.
  • A request to the referring office for anything missing, by fax or email, with one follow-up, and the missing pages matched to the referral when they arrive.
  • A secure review screen where your intake coordinator sees the details beside the original and approves or corrects them before anything else happens.
  • The patient matched to an existing chart or flagged as new, and the referral filed to the chart in your EHR or practice system.
  • A text to each approved new patient asking them to book, with your scheduling number or link, and one follow-up if they do not.
  • Staff alerts by text or email that carry no patient details, only a link to the secure screen.
  • A morning summary of everything that came in overnight, with anything waiting for a person at the top.
  • A business associate agreement with Midnight Flow, and your FlowRunner workspace set up for patient data, before any document is read.
  • A test run on past faxes before go-live, and a walkthrough for your team.

Not included

  • Clinical triage. The automation reads what the referral says, including an urgency marking, but never judges how urgent a patient's condition is.
  • Prior authorization and insurance eligibility checks, which vary payer by payer.
  • Physical fax machines. We work with a digital fax service; porting your number to one is your carrier's process.
  • Changes to your EHR or practice system settings, templates, or data beyond matching patients and filing documents.
  • Your organization's HIPAA program, such as policies, risk assessment, and staff training.
  • Your FlowRunner subscription and AI model usage, which are billed separately.
  • Ongoing changes after launch, which are covered by the care plan or priced per change.

After launch, we keep it running.

On our care plan

We monitor it, fix it, and make your changes, with a named contact. Your team does nothing.

$300 a month, unlimited changes, cancel any month

Or run it yourselves

We hand it over and train your team on what it does and what to do if something looks off.

Changes later: $75 an hour

It keeps running. Your automation lives in a FlowRunner account in your business's name, so it never depends on us, and we hand everything over to you or whoever you choose.

$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.

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Frequently asked questions

Does anything get written to a chart without a person checking it?

No referral does. Every referral waits for your coordinator's approval on the secure screen before it is filed or the patient is contacted. You decide whether other categories, such as records you requested, can be filed without a check.

Do referring offices need to change how they send referrals?

No. They fax or email the way they do today. If your number is on a physical machine, moving it to a digital fax service is part of setup, and your number stays the same where your carrier allows it.

What happens to faxes that are not referrals?

They are categorized the way you set and listed in the morning summary. Junk and vendor mail can be set aside so nobody has to open it.

Ready to scope this for your office?

Book a call to confirm the scope and the start date, or send a fit check and we will reply with next steps.

Book a call Take the fit check