Referral Management Solutions in the USA

Streamline referrals, close care gaps, and strengthen care coordination across your entire network with a secure, HIPAA-compliant platform built specifically for U.S. healthcare providers. From solo primary-care practices to multi-state health systems, our solution accelerates patient access, prevents revenue leakage, and delivers granular analytics that drive sustainable growth.

Get Started

A Modern, Integrated Approach to Referral Management

Referrals remain one of the most critical—and most fragmented—workflows in healthcare. Faxes, phone calls, and manual spreadsheets often create blind spots that delay care and frustrate patients. Our cloud-based referral management platform brings order to that chaos by centralizing every inbound and outbound referral on a single, intuitive interface.

  • One Universal Queue: See real-time status, ownership, and next steps for every referral—no matter which clinic originated it or which specialist will complete it.
  • Automation First: Smart routing rules, auto-generated reminders, and configurable escalation paths eliminate repetitive phone calls and ensure nothing falls through the cracks.
  • Deep Analytics: Built-in BI dashboards illuminate volume trends, appointment lead times, payer mix, and conversion rates so you can make data-driven decisions about network design and resource allocation.
  • Seamless Interoperability: HL7, FHIR, Direct Secure Messaging, and eFax integrations let your new system coexist with Epic, Cerner, athenahealth, Meditech, and regional HIEs—without costly rip-and-replace projects.
  • Enterprise-Grade Security: HIPAA, SOC 2, and HITRUST-aligned controls protect PHI through encryption at rest and in transit, granular role-based access, and continuous monitoring.

The result? Faster access to care, happier patients, less staff burnout, and measurable revenue lift.

Comprehensive Referral Management Services

spapa1

Workflow Consulting & Mapping

Our clinical consultants conduct on-site shadowing, time-motion studies, and stakeholder workshops to document current-state workflows, uncover bottlenecks, and design evidence-based future-state processes that improve throughput and staff satisfaction.

spapa1

Custom Platform Implementation

We configure referral queues, smart routing rules, and specialty-specific templates that align with your organizational structure, service lines, and revenue goals—then validate everything in a sandbox before go-live.

spapa1

EHR Integration & Interoperability

From Epic Bridges and Cerner Open Developer Experience to custom REST APIs, our integration studio builds secure, bidirectional interfaces that exchange demographics, CCDs, insurance, and scheduling data in real time.

spapa1

Patient Engagement Tools

Deploy branded patient portals, SMS/email reminders, and self-scheduling modules that empower patients to take control of their care journey, improve adherence, and cut no-show rates.

spapa1

Analytics & Business Intelligence

We stand up a data mart, configure dashboards, and schedule automated reports so executives and frontline teams can track KPIs such as referral leakage, turnaround time, payer mix, and provider performance—all the way down to the individual clinic.

spapa1

Security & Compliance Management

Our security architects implement encryption, role-based access controls, multi-factor authentication, audit logging, and annual penetration testing to keep you HIPAA, SOC 2, and HITRUST ready.

spapa1

Staff Training & Change Management

Blended learning—live training, micro-learning videos, quick-reference cards, and office-hours—ensures every stakeholder is confident and ready for day-one success.

spapa1

Ongoing Support & Maintenance

Post-go-live, enjoy 24×7 support, SLA-backed response times, proactive system health monitoring, and quarterly optimization workshops to adapt workflows as policies change.

spapa1

Expansion Modules

Easily add eConsults, telehealth triage, population-health dashboards, or care-gap management modules without downtime, leveraging the same unified codebase.

OUR TECHNOLOGY STACK

Core Technologies

• HL7 & FHIR APIs
• AWS microservices (EKS, Lambda, RDS)
• React & Node.js front-/back-end stack

Security Framework

• AES-256 encryption
• OAuth 2.0 / OpenID Connect
• HITRUST & SOC 2 controls

Integration Tooling

• Mirth Connect engine
• Cloverleaf & Rhapsody adapters
• Direct Secure Messaging gateways

Data & Analytics

• Snowflake data warehouse
• Tableau & Power BI dashboards
• Embedded Looker Studio widgets

Infrastructure Automation

• Terraform IaC
• GitHub Actions CI/CD
• Kubernetes for container orchestration

Observability & Monitoring

• Prometheus & Grafana dashboards
• AWS CloudWatch
• Sentry error tracking

Testing & QA

• Postman & SoapUI for API testing
• Cypress for end-to-end UI testing
• OWASP ZAP security scans

Compliance Tooling

• Vanta platform for continuous controls monitoring
• Drata evidence collection
• HITRUST CSF mapping

Messaging & Notifications

• Twilio SMS & voice
• SendGrid email
• Firebase push notifications

Document Management

• S3 encryption at rest
• E-fax via Concord Cloud
• OCR extraction with AWS Textract

Telehealth & eConsult

• WebRTC video SDK
• Zoom Healthcare API
• Redox FHIR bridge

AI & Automation

• Python NLP for referral triage
• AWS SageMaker models
• RPA bots for legacy system screen scraping

Elevating Referral Efficiency & Patient Access

Experts in workflow automation, interoperability, and data-driven performance improvement

double_arrow

End-to-End Referral Tracking

Know exactly where each referral stands—from initial receipt to scheduled appointment, completed visit, and closed feedback loop. Automated reminders nudge specialists, patients, and coordinators to perform their tasks on time, reducing average referral turnaround from weeks to days.

double_arrow

EHR & HIE Integration

Bidirectional HL7 and FHIR interfaces sync demographics, insurance data, clinical notes, and status updates with all major EHRs. Coordinators stay inside their native EHR while the platform quietly orchestrates referrals in the background.

double_arrow

Leakage Prevention

Dynamic network and payer rules automatically match patients to the best in-network specialists based on geography, subspecialty, insurance, and quality metrics—cutting out-of-network leakage by up to 35%.

double_arrow

Patient Self-Scheduling

Send branded SMS or email invites that allow patients to self-select an appointment slot that fits their schedule. Reminders, digital check-in, and driving directions are included, slashing no-show rates and call volume.

double_arrow

Advanced Analytics & Reporting

Drill into referral patterns by service line, location, payer, and provider. Export data to your BI tool or use out-of-the-box dashboards to uncover bottlenecks, negotiate better payer contracts, and justify strategic growth initiatives.

double_arrow

Compliance & Security

End-to-end encryption, audit trails, disaster-recovery zones, and quarterly penetration tests keep your organization HIPAA, SOC 2, and state privacy-law ready—without extra overhead on your IT team.

Request a Free Demo

Why Choose Cabot for Your Referral Management Needs?

  1. Deep Healthcare Expertise (15+ Years): We have delivered 220+ clinical and administrative solutions for U.S. providers, giving us first-hand insight into regulatory, payer, and workflow complexities across acute, post-acute, and ambulatory settings.
  2. Integration-First Philosophy: A dedicated interoperability SWAT team with 100+ completed HL7, FHIR, and API integrations ensures your referral engine meshes seamlessly with existing EHRs, practice-management systems, and payer portals.
  3. User-Centric Design: We shadow physicians, nurses, and coordinators on the floor to capture real-world pain points, then iterate with rapid prototypes until we reduce clicks—never add them.
  4. Scalable & Future-Proof: Containerized microservices scale effortlessly from a single clinic to a multi-state health system, while modular add-ons such as eConsults, telehealth, and care coordination can be activated as your strategy evolves.
  5. White-Glove Support: U.S.-based account managers, 24×7 technical assistance, quarterly optimization reviews, and proactive uptime monitoring ensure you never fly solo.

Our Proven 5-Step Implementation Process

  1. Discovery & Assessment: We review contract goals, capture KPIs, and map current referral workflows through interviews and data pulls.
  2. Workflow Design & Configuration: Specialists create future-state diagrams and configure routing rules, templates, and alerts in a staging environment.
  3. Integration & Data Migration: Our interoperability team builds HL7/FHIR interfaces, validates CCD mapping, and migrates historical referral data.
  4. User Acceptance Testing & Training: Super users run scripted test cases; feedback loops drive rapid refinements. Parallel staff training prepares teams for go-live.
  5. Go-Live & Continuous Improvement: We provide at-elbow support during launch week, then transition to ongoing monitoring, quarterly KPI reviews, and feature road-mapping.

Our Industry Experience

volunteer_activism

Healthcare

shopping_cart

Ecommerce

attach_money

Fintech

houseboat

Travel and Tourism

fingerprint

Security

directions_car

Automobile

bar_chart

Stocks and Insurance

flatware

Restaurant

Schedule a Workflow Assessment

Connect with Our Team

Frequently Asked Questions

1. How long does implementation take?
Typical single-site clinics go live in 6–8 weeks, which includes discovery, configuration, integration, and training. Multi-facility health systems with complex EHR landscapes average 12–14 weeks. Our phased approach means you can begin using core features in as little as four weeks while advanced integrations are finalized in the background.

2. What resources will my organization need?
You will assign: (a) an executive sponsor for strategic alignment, (b) a clinical champion for workflow validation, and (c) an IT liaison for integration approvals. We supply a full project squad—project manager, solution architect, integration engineer, workflow consultant, and trainer—so the burden on your internal team stays light.

3. Will this work with my existing EHR and HIE connections?
Yes. The platform supports HL7 v2/v3, FHIR R4, Direct Secure Messaging, and eFax. We have certified interfaces with Epic, Cerner, Meditech, athenahealth, eClinicalWorks, and 25+ regional HIEs. If a non-standard integration is required, our team will build and certify a custom adapter at no additional license cost.

4. Is patient data secure and HIPAA-compliant?
Absolutely. Data is encrypted using TLS 1.3 in transit and AES-256 at rest. We maintain SOC 2 Type II certification, conduct annual HIPAA risk assessments, and undergo third-party penetration tests every six months. Detailed audit trails capture every user action, and role-based access keeps PHI locked down to the minimum necessary.

5. Can patients self-schedule their specialist appointments?
Yes. Each referral can automatically trigger an SMS or email invite with a secure link to a self-scheduling portal that reflects real-time specialist availability. Patients choose the slot that works best, receive automated reminders, and can complete digital intake forms—reducing call volume and increasing attendance rates.

6. What kind of ROI can we expect?
Clients typically see:
  • 25–35% reduction in referral leakage within the first six months.
  • 40+ staff hours saved per month due to automation of phone calls and faxes.
  • 15–20% faster appointment lead times, improving patient satisfaction scores.
  • 2–4% revenue lift from keeping more downstream procedures in-network.
Our analytics suite tracks these metrics so you can validate ROI throughout the engagement.

Overview
Services
Our Values
Clients