From fax to
first appointment.
PT practices receive 50–100 referrals a day across fax, email, and phone. Staff spend hours sorting, validating, and calling patients before a single appointment is booked. TriFetch automates every step.
Book a Demo →Every referral classified the moment it arrives.
Post-surgical, acute injury, and chronic pain referrals land in separate queues immediately. Incomplete referrals are returned to the referring provider before any staff member touches the file.
Monitors all inbound channels: fax, email attachments, and shared drives. OCR extracts patient name, diagnosis, referring provider, and authorization requirements from every document automatically.
Referrals missing required documentation trigger an automatic fax-back to the referring provider specifying exactly what is needed before the referral can be accepted.
Visit limits, auth, and deductible verified automatically.
PT benefit verification involves visit limits, authorization requirements, and deductible status that differ by payer. TriFetch handles every check without manual portal lookups, including HMO versus PPO verification for unclear plans.
Visit limits, authorization requirements, deductible and copay status verified for each accepted referral. HMO versus PPO ambiguity resolved automatically, with no staff lookup required.
Referrals with coverage issues or authorization holds are flagged to billing staff before scheduling begins. Ineligible referrals never enter the scheduling queue.
Patient screened before a slot is offered.
Linda calls the patient and runs a structured pre-screening checklist before any appointment is booked. Auto-reject criteria catch ineligible patients before they consume scheduling capacity.
Patients with BMI over 50, age over 80, or continuous oxygen use are auto-rejected before booking. Cases with walker or wheelchair use, dialysis, or borderline BMI are flagged and routed appropriately.
Appointments are never booked before the patient passes screening. This eliminates wasted MA time on ineligible patients who would otherwise require cancellation after chart creation.
Below threshold
Within range
Cleared
Flagged · Bookable
Cleared
Booked and confirmed. No coordinator required.
After screening clears, Linda contacts the patient, confirms the appointment, and sends new patient intake forms with the confirmation.
Linda contacts the patient, collects any remaining intake details, and books the initial evaluation directly into the EHR. Every interaction logged automatically.
Charts built. Documents filed. Ready for approval.
Patient charts created from referral intake data with all required fields populated. ICD-10 and CPT codes assigned from clinical indication. Staff approve at a single checkpoint before finalization.
Patient demographics, referring provider, insurance records, and authorization documents uploaded and categorized automatically. ICD-10 and CPT codes assigned without manual lookup.
Staff approve each chart before it is finalized. Oversight without data entry.