About This Automation
Referral source tracking requires staff to manually extract referral information from intake forms, search for referrer contact details, and log everything to a spreadsheet. This manual process is slow, error-prone, and thank-the team messages are often delayed or skipped.
Automation captures the referral source directly from intake data, standardizes it against the known referrer list, and triggers thank-the team messages automatically. the team spends minutes instead of hours per patient, and no referrer is forgotten.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
Automation is triggered when a new patient completes the intake form, capturing patient name, appointment date, and referral source field.
The automation reads the intake data, identifies the referral source, and standardizes it against a known list of referrers. If the source is unclear, the automation flags it for manual review.
The validated referral data is automatically written tracking log, including patient name, date, referrer name, and referrer type.
The automation queries for the referrer's email and phone number. If the referrer is not found, the automation creates a new contact record.
A personalized thank-you email is sent to the referrer, including the patient's first name and appointment date, and a brief message of appreciation.
A summary message is posted notifying the practice of the new referral, the source, and confirming the thank-you has been sent.
Most popular tool stack used
— the complete tool combinations companies use
Google Forms
Google Sheets
Gmail
HubSpot
SlackWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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