Copied details
Referral details are copied from PDFs, emails and attachments into trackers or practice systems.
Referral Intake Automation
Referral Intake Automation for Allied Health Practices
What It Is
A cleaner intake workflow.
Referral intake automation turns scattered referral emails, PDFs, forms and attachments into a trackable workflow. The goal is simple: capture the referral, save the documents, flag missing information and make the status visible.
Why It Matters
Manual intake slows practices down.
When admin staff copy details by hand, save documents manually, chase missing information and update spreadsheets, referral processing becomes slower than it needs to be.
Manual document handling
Documents are saved, named and moved by hand, which makes consistency hard.
No clear pipeline
Teams rely on inboxes and spreadsheets instead of a shared status view.
Before / After
From messy intake to clear workflow.
Before AdminZero
Referral email arrives → admin downloads attachment → reads PDF → copies details → creates folder → updates spreadsheet → emails team → chases missing info
After AdminZero
Referral submitted → details captured → document saved → missing info flagged → status updated → team notified → referral visible in tracker
What We Build
Practical Microsoft 365 workflows.
Online referral form
Capture the details your admin team needs upfront.
Document storage
Save files into a consistent SharePoint folder structure.
Status tracker
Track new, pending, in progress, completed and overdue referrals.
Missing information flags
Make missing details visible before they slow the whole process.
Internal notifications
Notify the right people when a referral changes status.
Optional AI prefill
AI can prepare extracted details for admin review, not make decisions on its own.
Tools Used
Built inside tools your team may already have.
Built for allied health practices using Microsoft 365 tools your team may already use, including Outlook, SharePoint, Forms, Power Automate, Lists and Teams.
Example Workflows
Fake-data demos.
These examples use fictional clinic and client details. They show the type of admin flow AdminZero can build, not real client results.
Demo 01
Referral intake automation
Referral submitted → file uploaded → record created → document saved → team notified → status visible
REF-1024 - Sample ClientNew
Northside Allied HealthPending
Demo 05
AI document prefill
Uploaded referral document → key details extracted → admin reviews → form prefilled
Extracted details readyReview
Output should be reviewed before useNote
Starting Options
Start with the audit.
Free
Free Practice Admin Audit
A written review with 3–5 practical opportunities.
From $950
Quick Win Automation
One repetitive admin process automated in 7–10 days.
From $3,500
Referral Intake System
A complete referral workflow for capture, documents, status and notifications.
FAQ
Common questions.
Do we need a new system?
Usually no. AdminZero starts with Microsoft 365 tools many practices already use.
Do we need to book a call?
No. You can start with the free written audit. A call can be arranged later if useful.
Can AI read referral documents?
In some cases, yes. Extracted information should be reviewed before use.
Can we start small?
Yes. Start with one workflow. Expand only when it saves real time.
No sales call required.