From fax to fully scheduled—automatically.
IntakeDesk ingests referrals from fax, email, and portals, uses OCR + AI to structure clinical data, and auto-routes every case to triage, scheduling, and benefits verification—so your team focuses on care, not copy-paste.
Trusted by forward-thinking specialty practices
“IntakeDesk cut our referral processing time from days to hours. Patients get on the schedule faster, and our staff finally has breathing room.”
— Practice Administrator, Rheumatology (Midwest)
- Referrals trickle in via fax, email, and portals—none of it structured
- Manual re-keying invites errors and slows access to care
- Triage and benefits checks become a never-ending backlog
- Universal ingestion: Fax, email, uploads, and portal drops—one queue
- OCR + clinical parsing: Extracts patient, referring provider, dx, meds, labs, attachments
- Smart triage: Configurable rules + AI suggestions
- EMR push/pull: Create patients, attach docs, update statuses—no double entry
- Work queues & SLAs: Route to scheduling, benefits verification, prior auth, and follow-ups
- Audit & security: Role-based access, full history, encryption end-to-end
How It Works
Capture
Ingest from fax/email/portal into a single queue
Parse
OCR + AI structure demographics, diagnoses, orders, and notes
Triage
Apply practice rules; AI flags urgency and missing info
Schedule
Hand off to schedulers with ready-to-use patient record
Verify
Kick off benefits/PA workflows with required data pre-filled
Close the loop
Notify referring provider and patient; log everything
A smarter, faster intake workflow
IntakeDesk uses AI and automation to eliminate manual work, reduce errors, and accelerate your entire referral-to-scheduling process.
Bring all referrals—fax, email, and portal—into one smart, searchable queue.
Efficiency drivers
- Eliminates checking multiple systems
- Reduces risk of missed referrals
- Standardizes intake process for all sources
Outcomes
Extract clinical data from any document and automatically flag urgency or missing info.
Efficiency drivers
- Ends manual data entry from PDFs and faxes
- AI suggests triage rules to speed up routing
- Improves data accuracy for EMR entry
Outcomes
Push and pull referral data directly with your EMR, eliminating double entry.
Efficiency drivers
- Directly create new patient records or update existing ones
- Pull patient history for better context during triage
- Sync referral status back to referring providers
Outcomes
50%
faster referral-to-schedule time
60%
fewer manual touches per referral
>95%
document match accuracy
Simple plans that scale with your practice
Start with core intake and add advanced automation and integrations as your volume grows. All plans include HIPAA-aligned controls and a signed BAA.
Core intake inbox and OCR so referrals land in one place and move forward without re-keying.
Includes
- Unified Intake Inbox (fax/email/portal)
- OCR + clinical field parsing
- Basic routing & assignments
- Attachment previews and comments
- Audit trail & role-based access
- Email support
- BAA included
Limits
- Up to 1 location
- Up to 500 referrals/month
- Standard data retention
Rules-based triage, EMR push/pull, analytics, and scheduling handoffs to increase throughput.
Includes
- Everything in Starter
- Configurable triage rules + AI suggestions
- EMR push/pull (FHIR/HL7; NextGen first-class)
- Onboarding workflows (patient outreach & forms)
- Benefits & eligibility checks
- Scheduler handoff with status gates
- Operational analytics & dashboards
- Priority support with response SLAs
Limits
- Up to 3 locations
- Up to 2,000 referrals/month
- Advanced data retention options
Advanced integrations, SSO, custom SLAs, and dedicated support for large or complex organizations.
Includes
- Everything in Growth
- Advanced HL7 interfaces & custom workflows
- SSO (SAML/OIDC) & SCIM provisioning
- Custom SLAs & onboarding
- Dedicated Customer Success Manager
- Enhanced audit exports & retention
- Optional private networking/VPN access
Limits
- Unlimited locations
- Volume pricing for referrals
- Tailored data retention policies
Feature Comparison
| Feature | Starter | Growth | Enterprise |
|---|---|---|---|
Intake & Routing | |||
| Unified Intake Inbox (fax/email/portal) | • | • | • |
| OCR + clinical parsing | • | • | • |
| Configurable triage rules | — | • | • |
| AI suggestions for urgency/missing info | — | • | • |
| Auto-assignment & SLA timers | — | • | • |
Workflows | |||
| Onboarding workflows (email/SMS, forms) | — | • | • |
| Scheduler handoff & status gates | — | • | • |
| Benefits & eligibility checks | — | • | • |
| Prior authorization packets | — | Add-on | • |
Integrations & Analytics | |||
| EMR push/pull (FHIR/HL7) | — | • | • |
| NextGen first-class support | — | • | • |
| Operational analytics & dashboards | — | • | • |
Security & Admin | |||
| HIPAA-aligned, encryption at rest/in transit | • | • | • |
| BAA | • | • | • |
| SSO (SAML/OIDC) & SCIM | — | Add-on | • |
| Custom SLAs & implementation | — | — | • |
| Dedicated CSM | — | — | • |
Scale & Limits | |||
| Locations | 1 | Up to 3 | Unlimited |
| Referrals / month | Up to 500 | Up to 2,000 | Volume pricing |
| Data retention | Standard | Advanced options | Tailored policy |
• = included — = not included Add-on = available at extra cost
Frequently Asked Questions
Security & Compliance
Because referrals carry PHI, trust is table stakes. IntakeDesk is built for HIPAA environments from day one: encrypted everywhere, least-privilege access, auditable by design, and a signed BAA on all paid plans.
BAA on all paid plans
We’ll execute a Business Associate Agreement as part of onboarding.
HIPAA-aligned controls
Admin, physical, and technical safeguards across our platform and vendors.
US data residency
All PHI is processed and stored in the United States.
Customer data ownership
You own your data; export at any time.