Sold by: Apex Systems
Let clinical and access staff review referrals instead of processing them by hand. Everforth Apex provides the consulting team that maps your referral intake workflow, defines routing and completeness rules with your access center and service line leaders, and builds and integrates the solution on AWS. Our delivered solution captures referrals arriving by fax, email, portal, and EHR interface, extracts patient, referring provider, diagnosis, and service details, checks for missing clinical documentation, and routes each referral to the right specialty, location, and scheduling queue. Staff spend their time on clinical judgment and patient outreach rather than keying data and chasing paperwork.
Overview
The Referral Intake Challenge
Referrals arrive from every direction - faxed order sets, scanned clinical notes, portal submissions, direct messages, and phone follow-ups. Intake staff manually read each one, identify the patient and referring provider, determine the appropriate specialty and location, confirm that required clinical documentation is attached, and re-enter information into scheduling and EHR systems. The result is delayed scheduling, referral leakage to competing health systems, and a frustrating experience for referring providers and patients.
How Everforth Apex Solves This
Everforth Apex delivers a consulting-led engagement that combines workflow redesign with AI-powered extraction and routing - built and integrated on AWS. Unlike EHR-native referral modules that require manual data entry or RPA bots that automate keystrokes without understanding clinical context, our Smart Data Framework uses intelligent document processing to extract meaning from unstructured referral documents across all channels simultaneously.
Engagement Phases and Deliverables
- Phase 1 - Discovery (Weeks 1-2): Overview session to align on access and leakage goals. Deliverable: Documented current-state workflow map and prioritized opportunity assessment.
- Phase 2 - Design Workshop (Weeks 3-4): Deep dive into your highest-volume referral sources and specialties. Deliverable: Routing-rules configuration workbook and completeness-rules matrix validated by service line leaders.
- Phase 3 - Build and Integration (Weeks 5-10): AWS-certified architects and integration engineers build, test, and deploy the solution within your environment. Deliverable: Configured solution integrated with your EHR, scheduling, and referral management systems.
- Phase 4 - Go-Live and Hypercare (Weeks 11-12): Staff training, documentation, and monitored production support. Deliverable: Go-live readiness report and hypercare transition plan.
Additional service lines are deployed in subsequent phases, typically 3-4 weeks per service line.
Technical Capabilities
The solution ingests referrals across all intake channels, classifies document types, and extracts patient demographics, referring provider information, diagnosis and procedure references, insurance details, and requested service. Configurable completeness rules identify missing clinical documentation, unclear orders, or incomplete insurance information before the referral reaches a scheduler. Clean referrals route directly into the appropriate specialty and location queue, while incomplete cases are surfaced to staff with the specific gap identified and the source document attached.
Security and Compliance
All PHI is encrypted at rest and in transit using AWS-native encryption services. The solution is deployed within your AWS environment with role-based access controls, audit logging, and network isolation. Everforth Apex operates under a Business Associate Agreement (BAA) to support your HIPAA compliance obligations.
Prerequisites and Scope
- Supported EHR platforms: Epic, Cerner (Oracle Health), and MEDITECH
- Required AWS services: S3, Lambda, Step Functions, DynamoDB, Amazon Bedrock
- Buyer provides: EHR integration credentials, sample referral documents, service line routing rules, and designated project stakeholders (access center manager, IT liaison, service line representative)
- Initial deployment covers one referral channel and one service line; additional channels and service lines added in subsequent phases
Pricing Approach
Engagements are structured as phased fixed-fee deliverables, scoped during the discovery session based on referral volume, number of service lines, and integration complexity.
Outcomes
Leadership gains visibility into referral volume by source, time from receipt to scheduled appointment, and where referrals stall or leak. Clinical and access staff retain full authority over triage, scheduling, and clinical appropriateness decisions.
Next Step
Schedule a 30-minute referral intake discovery session to assess your current referral workflow and identify quick-win opportunities. Contact us at apexawsmarketplace@apx365.onmicrosoft.com to book your session.
Highlights
- Transform unstructured content into structured, searchable, and actionable data
- Reduce manual document review and repetitive administrative work
- Improve consistency, data quality, and operational efficiency
Details
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Pricing
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Support
Vendor support
Engagement Support
Everforth Apex provides dedicated support throughout the engagement lifecycle and post-deployment.
During Engagement (Phases 1-4):
- Dedicated project manager and technical lead assigned to your engagement
- Weekly status calls and milestone reviews
- Direct access to AWS-certified architects and healthcare workflow consultants
- Collaborative workspace for document sharing and issue tracking
Hypercare Period (Post Go-Live): Following deployment, a hypercare period provides monitored production support to ensure stable operations as staff adopt the new workflow. Your team receives training documentation, runbooks, and direct escalation paths during this transition.
Buyer Responsibilities: Your organization provides a designated project sponsor, access center manager, IT liaison for EHR integration, and service line representatives for validation workshops. System access credentials and sample referral documents are required during the build phase.
Contact: To initiate an engagement, ask questions, or request support, email apexawsmarketplace@apx365.onmicrosoft.com . We will respond to confirm receipt and schedule a follow-up within your preferred timeframe.