Referral coordinators

Work the exceptions. Not the whole pile.

Medsender pulls every referral out of the fax pile, contacts the patient, and books the visit. Your day goes to the patients and judgment calls that need you.

Book a 30-minute demo

See what referral leakage is costing you

HIPAASOC 2 Type IIEnd-to-End Encryption

1,000+ independent practices trust Medsender

Trusted by practices from 1 location to 250+

Referral Inbox

Every referral, one screen.

This is the view you work from. Each referral arrives already sorted, labeled, and matched to the patient, with status and due dates visible at a glance. No more digging through the fax pile.

Medsender referral inbox
What customers say
“With Medsender, in most cases we are now able to do same-day referral processing.”
CM
Carly Mathena
Referral Manager, Frontier Dermatology
The problem

You know this day. It repeats every morning.

Where a coordinator's day goesA typical day without Medsender
Hunting the fax queue

Referrals buried between lab results and records requests.

Typing into the EHR

Patient info, duplicate checks, chart building. One referral at a time.

Phone tag and status calls

Voicemails, callbacks, and referring offices asking for updates.

Judgment calls

The work that actually needs you gets whatever is left.

End of day: the queue is not empty. Tomorrow it starts over, plus whatever came in overnight.
What changes for you

The pile stops landing on you.

The sorting, typing, and phone tag move to Medsender. Your day goes to the referrals that actually need you.

No more hunting

Referrals are pulled out of the fax pile the moment they arrive and land in their own inbox, sorted and labeled.

No more phone tag

Patients are texted and emailed automatically until they book. You step in only when a case needs a person.

No more status calls

Referring offices can check status themselves in the provider portal, so the update calls to your desk stop.

With Medsender

The referral arrives. We automatically contact
them before they leave their doctor’s parking lot.

Medsender does the sorting, the typing, and the phone tag. You stay in charge of the queue.

Minute 1
REFERRAL

Referral automatically identified

Pulled out of the fax pile the moment the fax arrives.

Minute 4
Hi Marcus, Dr. Jones can see you this week. Tap a time to book.
Delivered · 9:26 AM

Patient contacted within minutes

A text with a self-scheduling link, not a request to call back.

Minute 17
Thu · 2:15 PM · Dr. Jones
Scheduled

Patient appointment booked

The patient picks a time and lands on your schedule.

Working in the background

The automated steps behind every referral

PatientDOBInsuranceReferring provider
REFERRAL

Reads, labels, sorts

Extracts and verifies patient info. Categorizes, labels and tags every referral. Routes referrals to their own inbox.

Duplicate check
Chart matched
Reply sent

Creates chart

Checks for duplicates, creates or matches the chart, and sends the referral reply.

Text
Email
Retry

Starts outreach

Text first, email when needed, retry on no answer. Urgent referrals jump the line.

NEEDS REVIEWRC
Assigned to you

Flags exceptions

Anything unusual is flagged for you, with every step already documented. Judgment calls stay with you.

Referral outreach

Follow-through that never drops a patient.

Medsender contacts referred patients and keeps following up until each one is booked.

  • Text first. If there is no reply, email if needed.
  • One contact every few days until the patient responds. Nobody has to remember to follow up.
  • Unusual cases are flagged for you with every contact attempt already documented.
  • Once the patient books, the referring provider sees it in the referral provider portal.
See how Medsender works for practices like yours

There is more to referral management.

The referral provider portal, the referral dashboard, and how the whole process fits together live on the referral management page.

See the full referral management page
Results

Referral teams that got ahead of the queue.

Real customers. Verified results.

3x
More referrals booked at the first region to go live
Anne Arundel Dermatology
110 locations · 325 providers
92%
Reduction in referral triage time
Florida Gulf Coast ENT
4 locations · 10 providers
50%
Of referred patients scheduled within minutes of first contact
Piedmont Plastic Surgery & Derm
10 locations · 50 providers
“Being able to search for things easily because that data is already extracted with the AI. I’d say that is the biggest game changer for our team.”
NG
Nalani Gabbert
Referral Management Lead, Frontier Dermatology
More customer stories
Implementation

Live in weeks, not months.

Nothing gets replaced. Medsender works with the fax numbers and EHR you already have.

1

Connect

EHR and existing fax lines

2

Guided onboarding

Fit to how you work

3

Set your rules

Routing and outreach

4

Training

Personalized staff training

5

Go live

No referral slips through

See what manual work could come off your plate this month.

Book a 30-minute demo and we will walk through your referral queue together.

Book a 30-minute demo

Not ready yet? See how referral teams use Medsender.

FAQs

Questions referral coordinators ask about Medsender

Bigger, not smaller. Medsender takes on the manual work nobody signed up for: digging referrals out of the fax pile, entering patient info, and chasing patients by phone. You run the referral process instead of typing it. The judgment calls, the exceptions, and the relationships with referring offices stay with you.
A text from your practice with a link to schedule. If there is no reply, an email follows, and outreach is spaced out so patients are never bombarded.
Your staff books the appointment as usual. Once the referral is marked scheduled, outreach stops.
No. Referrals arrive by fax the way they always have. The portal is there when a referring office wants status without calling you.
No. Medsender works with the fax numbers and EHR you already have. If your EHR supports chart creation and write-back, both happen automatically.
Yes. Medsender is HIPAA compliant and SOC 2 Type II certified, with a signed BAA included with every account at no additional cost. Patient data is encrypted in transit and at rest, hosted on US-based servers, and every automated action is logged and visible to your team. Read more on our  security pageor review ourprivacy policy.