Patients hear from the practice within minutes, not days. In early use, 4.8 times as many referrals became booked appointments.
NEW YORK, October 13, 2026 — Medsender® today launched Agentic Referral Management, software that contacts referred patients by text message, email, and phone call, within minutes of the referral arriving, so more referrals become booked appointments. The software reads and processes each referral in under 30 seconds. For most front offices, it takes several days to move from referral to patient contact. In early use at the first Anne Arundel Dermatology location, referral conversion — the share of referrals that become booked appointments — rose from 10% to 48%, 4.8 times the prior rate, with no additional staff.
Referrals are the largest source of new patients for most specialty practices, and many never make it to the schedule. The breakdown is administrative, not clinical. A referral arrives as a fax or a document, waits for a staff member to open it, gets keyed into the EHR by hand, and then sits in a queue until someone has time to call the patient. Each handoff adds a day, and the longer a patient waits to hear from the practice, the less likely they are to answer the phone or book at all. Practices whose referral volume grows faster than their front-office headcount don’t lose demand right away. They lose the ability to act on it, and over time, referring providers start sending patients somewhere else.
1. The software reads each incoming referral and extracts patient demographics, insurance, the referring provider, and the reason for the visit. Processing takes under 30 seconds.
2. It contacts the patient by text message minutes after the referral arrives, followed by an email and then a phone call. The text and email include a link to book an appointment, so the patient schedules at a time that works instead of waiting for a callback.
3. Once the patient books, the referral posts to their record in the EHR, with no manual data entry.
4. Only the exceptions, such as an incomplete referral or a patient who does not respond, reach the practice’s staff.
Two things move the conversion rate. The first is timing. A patient contacted within minutes of the referral arriving is still expecting to hear from someone, while a patient contacted a week later has often booked elsewhere or given up, and no amount of follow-up recovers most of them.
The second is how the practice reaches them. A text message and then an email, each with a 1link to book an appointment, lets the patient schedule at nine at night from their phone, with no callback during business hours, no hold time, and no back-and-forth voicemail with the office. Patients who have not booked get a phone call. Removing the delay gets the practice in front of the patient. Letting patients book on their own time gets them on the schedule.
Medsender works with any EHR, so practices do not need to replace the systems they already run. Implementation takes two to four weeks and requires no change to how referring offices send referrals. Practices pay only for booked appointments.
“Referral volume is the clearest demand signal a practice has, and most practices cannot act on all of it,” said Salman Haque, co-CEO of Medsender. “The limit is rarely clinical capacity. It is the number of people available to process paperwork and make phone calls. Agentic Referral Management takes repetitive work off referral coordinators, so they spend their time on cases that require their judgment. That changes what a practice can grow into without expanding payroll.”
Anne Arundel Dermatology operates 110 locations with 325 providers. The first of those locations to go live on Agentic Referral Management is in early deployment. In its first month, referral conversion increased from 10% to 48%, 4.8 times the prior rate, with no change in staffing.
“We are getting more referred patients on the schedule, and we did not add anyone to do it,” said Brittany Dimitri, Director of Operations Support at Anne Arundel Dermatology. “My coordinators spend their time on the referrals that actually need a person instead of typing in the ones that do not.”
“This work is already happening in every practice. It is just happening by hand,” said Zain Qayyum, co-CEO of Medsender. “Someone opens the fax, types the patient into the system, then starts dialing and leaving voicemails. That is a day of work, sometimes three. The software does it in minutes. What the team sees is a booked appointment instead of a stack to work through, and the handful that need a person get one.”
Agentic Referral Management is available now to practices across specialties, including dermatology, ENT, ophthalmology, orthopedics, gastroenterology, and multi-specialty groups. Practices can schedule a 30-minute demo at medsender.com.
Medsender helps medical practices grow without adding staff. It's one integrated system that automatically processes every incoming fax, organizes referrals into a dedicated coordinator workflow, handles inbound patient calls, and helps practices recapture lost patients. Practices get full visibility from the first fax through to the scheduled appointment, with everything synced to their EHR. Medsender is HIPAA-compliant, SOC 2 Type II-certified, and integrates directly with ModMed EMA, athenaOne, NextGen, AdvancedMD, Ezderm, Tebra, and dozens of other EHR platforms. More than 1,000 clinics trust Medsender to manage their front-office workflows. Learn more at medsender.com.
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