The Referral Problem and the Automated Solution
Today's manual referral process is slow, error-prone, and costs hospitals millions in lost revenue annually. This is the problem Vård's patient management automation is designed to solve.
✕Today: Typical Manual Referral Process
GP or consultant sends referral
3 days to 3 weeks
Risk: Lost referrals to other providers
Patient record check and setup
1–2 hours manual
Risk: Duplicate records, data errors
Insurance verification
Phone calls and delays
Risk: Revenue leakage post-treatment
Appointment booking
Manual plus patient calls
Risk: No-shows, missed capacity
Patient confirmation
Days to confirm
Risk: Patients booking elsewhere
Total Time: 3 Days to 3 Weeks
Lost referrals, revenue leakage, frustrated patients
✓The Vård Approach: AI-Automated Referral
GP or consultant sends referral
Instant capture
Referral data extracted and filed within seconds — zero manual handling
Patient record check and setup
AI automated
Existing records matched and deduplicated; new records created clean and complete
Insurance verification
Real-time API check
Live insurer eligibility confirmed before the appointment is offered
Appointment booking
Automated and SMS
Best available slot offered automatically; patient confirms by SMS or app
Patient confirmation
Under 4 hours total
Confirmed appointment, consent forms, and pre-attendance instructions sent in one go
Total Time: Minutes, Not Days or Weeks
100% confirmation rate, with meaningful revenue uplift
Five Patient Management Automation Services
Each service area delivers measurable ROI independently, and compounds when deployed together.
Referral Processing Automation
Transform your referral-to-appointment process from a multi-week manual workflow to a 4-hour automated journey. AI extracts referral data, checks patient records, verifies insurance, and books confirmed appointments without manual intervention.
Projected Outcomes:
- 3 weeks reduced to minutes
- 70% reduction in manual steps
- 100% appointment confirmation rate
- Significant revenue uplift through captured referrals
Appointment Scheduling and Optimisation
AI-powered scheduling fills capacity intelligently, routing patients to available slots, consultants, and equipment based on clinical priority, insurance approval, and wait times. Patients receive instant multi-channel confirmation.
Projected Outcomes:
- 17% increase in appointment capacity
- Automated multi-channel confirmation
- Intelligent capacity routing
- Waitlist management and nudges
Patient Registration and Data Management
Eliminate duplicate patient records and manual data entry. AI automatically deduplicates patient data across systems, validates insurance details, and ensures every record is complete and current before the patient arrives.
Projected Outcomes:
- 100% patient record accuracy
- Automated data deduplication
- Real-time insurance validation
- GDPR-compliant data flows
Pre-Authorisation and Insurance Checking
Real-time insurance verification and pre-authorisation with major health insurers. Flag coverage gaps before the appointment, not after, eliminating billing surprises and revenue leakage.
Projected Outcomes:
- Real-time insurer connectivity
- Pre-auth in under 60 seconds
- Coverage gap alerts
- Automated patient communication
Discharge Planning and Post-Care Follow-Up
Automate discharge workflows, post-operative instructions, and follow-up care coordination. Reduce 30-day readmissions with automated medication reminders, physiotherapy referrals, and outcome check-ins.
Projected Outcomes:
- Automated discharge documentation
- Post-care engagement workflows
- Reduced 30-day readmissions
- 70%+ patient engagement rate
Integration is Our Competitive Advantage
Most patient management automation projects fail because of integration complexity. Our openEHR and HL7 FHIR architecture connects directly to the systems hospitals already use.
Patient Management Systems (iPM etc.)
Direct API integration for patient records
Radiology Information Systems (CRIS etc.)
Automated referral routing and booking
Major Health Insurers
Real-time insurance verification and pre-auth
Hospital EHRs and EMRs
Bi-directional clinical data flow
KarePilot Practice Management
Native integration for private clinics
Our Delivery Timeline
Weeks 0–2
Discovery and Process Sign-Off
Map current referral flow, document business rules, system access provisioning
Weeks 3–9
Phase 1 Development
Online form automation, email referral processing, initial integration build
Weeks 10–11
UAT and Parallel Testing
Live testing running automated process alongside manual — proving ROI in real conditions
Weeks 12+
Go-Live and Phase 2
Full automation live, appointment management, voice-driven form filling, analytics dashboards