Automated IR Referral Fax Intake
Every few minutes, WebRun checks your Google Drive incoming fax folder, reads each new referral, pulls the patient, referring provider, requested procedure, and diagnosis into a structured consult intake drafted in HI-IQ, flags anything missing, and posts a new-referral alert to Microsoft Teams so referrals are worked in order.
How do I turn incoming referral faxes into IR consult intakes automatically?
WebRun checks your Google Drive fax folder every few minutes and reads each new IR referral. It drafts a structured consult intake in HI-IQ with the patient, referring provider, and requested procedure, then posts a new-referral alert to Microsoft Teams. It never contacts the patient or referrer, so a coordinator verifies every intake first.
- New referrals become structured intakes within minutes of arriving
- No fax sits unread at the bottom of the queue
- Incomplete referrals are flagged so the referring office can be chased early
Built for IR intake coordinators · interventional radiology schedulers · OBL front office · referral management staff
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
drive.google.comin a real browser with your saved login - no setup, no API keys. -
1
Google Drive - read new referral faxes
drive.google.com
WebRun opens Google Drive to read new referral faxes. - Open the incoming fax folder in Google Drive
- Find referral faxes that have arrived since the last run and are not yet processed
- Read each fax and extract the patient name, referring provider, requested procedure, diagnosis, and priority
- Note any referral missing a required detail such as insurance or a signed order
Done when Every new referral fax has been read and its key details extracted, with missing items noted.
-
2
HI-IQ - draft a structured consult intake
hi-iq.com
WebRun opens HI-IQ to draft a structured consult intake. - Open HI-IQ and start a new consult intake for each referral
- Fill the intake with the patient, referring provider, requested procedure, and diagnosis from the fax
- Leave the intake in a draft or pending state for a coordinator to verify and accept
- Do not schedule the case or contact the patient or referring office automatically
Done when Each referral has a draft consult intake in HI-IQ waiting for a coordinator to verify and accept.
-
3
Microsoft Teams - alert the coordinator to the new referral
microsoft.com
WebRun opens Microsoft Teams to alert the coordinator to the new referral. - Post a new-referral alert to the IR intake channel for each fax processed
- Include the requested procedure, referring provider, and priority, referencing the intake rather than pasting patient identifiers
- Flag any referral missing insurance, a signed order, or another required detail so it can be chased
Done when The intake channel shows each new referral with its procedure, priority, and any missing details flagged.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it contact the patient or referring office on its own?
No. WebRun only reads the fax and drafts a consult intake in HI-IQ for a coordinator to verify. It never calls, texts, or emails the patient or the referring office. Every outbound contact stays a human step.
How does it handle patient information from the fax?
Patient details go only into the HI-IQ intake. The Microsoft Teams alert references the intake and the procedure, not patient identifiers, so protected health information is not posted to the chat channel.
What if a fax is missing insurance or a signed order?
It flags the referral as incomplete in both the HI-IQ intake and the Teams alert, naming exactly what is missing, so the coordinator can chase the referring office before the consult is accepted.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.