Workflow overview
See how two different email requests—an ICBC occupational therapy referral from an adjuster and a client’s private-pay physiotherapy inquiry—become structured client and referral records.
Referral and inquiry emails arrive in one shared intake inbox.
An email-specific automation extracts the person, service, and payer context.
The applied plan creates both the client record and the referral.
Staff choose a manual or automated candidate and assignment strategy.
Sunrise Referrals Intake keeps incoming requests together. The ICBC OT referral for Sofia Martinez and the physiotherapy request from Ethan Wong are both visible and remain available for staff review after processing.
Olivia Bennett’s email identifies Sofia Martinez, the authorized in-home OT assessment, travel approval, and the ICBC claim number—the information needed to create a structured intake.
The applied “Create ICBC OT referral from adjuster email” plan records two completed actions: create the client and create the referral. The source email remains linked for verification.
Sofia’s client record is ready with contact details, an ICBC payer and billing record, and an open referral. Staff can review and complete any remaining chart information before care begins.
The referral carries the occupational therapist requirement, ICBC payer, source contact, authorized travel, and claim context. It is ready for candidate selection or referral automation—but no provider has been assigned and no appointment has been booked yet.
Ethan Wong asks for physiotherapy for a knee injury, prefers appointments at the clinic, and identifies private payment. His contact details and care request are contained in the email.
The applied “Create PT referral from client email” plan creates Ethan’s client record and referral, while retaining a direct verification link to the original message.
Ethan’s referral identifies physiotherapy, an in-clinic knee assessment, and private pay. As with Sofia’s referral, it is ready for the next operational step but is not yet assigned or scheduled.
After the profile and referral are created
A tenant owner or authorized administrator can keep the referral staff-controlled, enable the built-in referral automation, or configure a clinic-specific automation for a unique operating model.
Staff stay in control of each decision.
The referral can run a configured response cycle.
Once an eligible provider accepts, the selected strategy can assign them and grant access to the client file.
Owners and authorized admins can configure the prompt, rules and autonomy level to match the clinic’s workflow.
Complete intake workflow
The original email remains visible.
Staff can trace each created record back to its source message.
The automation’s actions are reviewable.
Each applied plan shows the client and referral it created.
Payer and service context carry forward.
ICBC OT and private-pay PT become distinct, structured referrals.
The clinic chooses how work continues.
Use manual candidate management, referral automation, or a tailored rule. Calendar booking remains a separate manual or automated workflow.
Bring email intake, referrals, scheduling, client care, billing, and team workflows together in one platform.
Assignment flexibility: Clinics can let therapists choose from referral opportunities, have coordinators select and assign, or enable rule-based auto-assignment using configured availability and capacity. The clinic chooses the strategy, and it can be tailored.
This guide ends when each referral is ready; the scheduling guide continues the journey onto a practitioner’s calendar.
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