Referral follow-up
Help collect missing information and keep track of the steps between a referral and a scheduled visit.
Help between visits
Keep referrals moving without another round of phone tag
Help your coordinators follow up on missing records, intake, and appointment requests. Keep the next step visible so patients aren’t left wondering what happens next.
For referral coordinators, specialty groups, hospital operations teams.
Sample conversation · not a live call
A patient checks on a referral
Care Coordination example
- PatientMy doctor sent a referral last week. Do I need to do anything?
- Ethon AII can help check the next step after we confirm your details.
- PatientI haven’t heard about an appointment yet.
- Ethon AIThe clinic is waiting for a record from your doctor. I’ll flag that for follow-up so the team can help you arrange a visit.
Illustrative dialogue only. No appointment is made. Actual booking and handoff options depend on your setup.
The referral was sent. The patient is still waiting.
A missing record, an unanswered call, or an incomplete form can leave a referral stuck. Following up takes time your coordinators also need for patients facing more difficult barriers.
- 1
See what’s missing
Identify the approved records, forms, or contact details needed for the next step.
- 2
Follow up
Request missing information and contact the patient on the schedule and channels you agree.
- 3
Keep the team informed
Record progress and bring unresolved or clinical questions to the responsible staff member.
A little less chasing for your coordinators
Intake and authorization status
Follow up on administrative requirements. Decisions, denials, and unusual cases stay with the appropriate staff.
Post-visit check-ins
Use approved questions and reminders, with clinical concerns passed to your team under its protocol.
Before the first live call
Agree the details together
One starting point
Choose a specific referral or follow-up process and agree what counts as finished.
Clear responsibilities
Name the people who receive missing-information, clinical, and unresolved requests.
Useful progress updates
Confirm which records can be read and updated in your systems, and what staff will need to review.
A few questions you may have
Does Ethon make clinical decisions?
No. The work described here is administrative: collecting information, following up, and arranging the next step. Clinical decisions remain with qualified staff.
Which process should we start with?
Pick one your team can describe clearly, such as requesting missing referral records. Agree who owns exceptions and how you will measure progress.
Can we keep our current tools?
We’ll review your EHR, communication tools, and available integrations. The supported actions and any manual steps are part of the scope you approve.
What happens if a patient doesn’t respond?
Contact attempts, timing, and when to stop or hand over should follow your organization’s approved communication policies. An unanswered call is not treated as completed care.
Talk it through
Which follow-up takes most of your team’s time?
Tell us where calls or follow-ups get difficult. We’ll walk through a relevant example and discuss what would be needed to make it work for you.
What we’ll cover
- The calls and tasks you want help with
- When your staff need to step in
- System compatibility, setup, and next steps