Solution · Fax & Referral Intake
Referral management automation that reads every fax so your staff doesn't have to.
Simz monitors your fax queues and shared folders around the clock, extracts every field with confidence scoring, names and files each document to your conventions, catches duplicates and revisions, and routes anything uncertain to a fast human review queue.
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The cost of this bottleneck
Healthcare's most expensive job title: professional fax reader
Every referral, order, and record lands as an image, and a person opens it, reads it, renames it, keys it into a system, and files it. The labor scales one-to-one with volume, and the errors ride along:
…plus the transcription errors, naming drift, and referral leakage that come with it.
Opened, read, renamed, keyed, and filed by hand, labor scales 1:1 with volume.
Every manual transcription is a chance for a wrong DOB, code, or insurance ID.
Every staff member files a little differently, and retrieval pays the price.
Resent faxes and updated orders slip through as new cases or get missed entirely.
Referrers notice turnaround; slow response quietly redirects the next referral.
BEFORE / AFTER
How it works today vs. with Simz
A pile in a shared folder, checked when someone has time
A person reads and re-types every field
Renamed by hand, filed by habit
Caught by memory, sometimes
Guessed at, or set aside
HOW IT WORKS
The automation, step by step
Continuous capture
Fax lines, shared folders, and e-referral channels monitored around the clock, including PDFs, TIFFs, fax images, and portals.
Extraction with confidence scoring
Every field, including patient, DOB, provider, insurance, procedure, codes, priority, and auth details, is extracted and scored.
Naming and filing
Documents renamed to your exact convention and filed to your folder taxonomy with zero drift.
Duplicate & revision detection
Resends caught automatically; changed orders linked to the original so the schedule reflects the latest version.
Human review queue
Uncertain reads route to staff for fast verification and correction, so nothing is auto-filed on a low-confidence read.
Universal capture
Fax, PDF, TIFF, e-referral, and portal documents, all handled through one pipeline.
Field-level extraction
Structured data out of unstructured documents, scored field by field.
Auto naming & filing
Your conventions, applied perfectly, forever.
Dedup & revision linking
Resends and updates handled without double work or missed changes.
Review queue
Human verification exactly where it's needed, and only there.
Intake analytics
Volume, turnaround, sources, and error rates, providing live visibility into the front door.
Accuracy you can hold us to: Extraction accuracy is benchmarked on your actual documents during discovery, and those benchmarks become the contractual acceptance criteria for the build.
Where it bites hardest
See this automation in your specialty
Why we're confident
This engine is already running in production
The platform behind this solution is live today with a multi-site radiology group in Southern California, a phased engagement covering AI intake, real-time eligibility, authorization tracking, a 24/7 phone agent, and analytics, on one MSA, one BAA, one HIPAA framework.
Powered by Simz Conversational, Simz Shift, and Simz Chron, with custom development for everything else.
- BAA executed before any PHI moves
- HIPAA-eligible infrastructure end to end
- Human review on every uncertain AI decision
- Role-based access with full audit logging
- Accuracy benchmarked on your documents, and locked as acceptance criteria
FAQ
Fax & Referral Intake, answered
Kill this bottleneck first.
Thirty minutes with your operations lead. We map how document, fax & referral intake works in your practice today, quantify what it's costing you, and hand you an automation roadmap. Whether or not you build it with us.