About This Automation
Referrer acknowledgement and updates is the process of receiving referrals, extracting referrer details, drafting personalized acknowledgement emails, and sending scheduled progress updates.
Automation captures incoming referrals, extracts key information, generates acknowledgement emails, and schedules progress updates automatically. Referrers receive consistent, timely communication while staff focus on clinical work rather than administrative tasks.
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.
Referral email arrives in the practice inbox or is logged in the practice management system. The automation detects the new referral and extracts key details.
The automation parses the referral email or form to identify referrer name, email, clinic, and client name, then logs these.
Templated acknowledgement email is sent to the referrer, personalised with client and referrer names.
Referral record is created with referrer contact details, client name, and acknowledgement sent timestamp.
Automation creates a task to send a progress update in 3 weeks, assigned to the clinician or admin.
When the scheduled date arrives, a templated progress update email is sent to the referrer with case status.
A message is sent to the clinical team confirming the referral has been acknowledged and update scheduled.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
HubSpot
Google Sheets
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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