Agilix Health
33% More Referrals Scheduled After Automating Referral Intake
Agilix Health replaced manual referral data entry with Documo Intelligent Document Processing. A full day's referrals now take about two minutes to process instead of up to six hours, and the patient engagement team has roughly 200 hours a month back for outreach, enrollment and care coordination.
At a Glance
More Referrals Scheduled, Less Time Retyping
What changed once referral data moved into Agilix Health's workflow automatically instead of by hand.
More Referrals Scheduled
More referrals turned into scheduled patients after automation.
To Process a Full Day's Referrals
Down from up to six hours of manual entry a day.
Staff Hours a Month Redirected
Time moved to outreach, enrollment and care coordination. Time reallocated, not headcount reduced.
Extraction Accuracy
Across key referral fields after model tuning.
20+ custom fields configured around Agilix Health's referral workflow, from patient demographics to program type.
Patient Outcomes
What Changed for Patients
Contacted Sooner
No waiting on manual entry.
Known From the First Call
Names and details are right.
In the Right Program
Matched to the care that fits.
More Support Enrolling
Staff time goes to outreach and care coordination.
The Gray Space
Where Referrals Wait Between Sent and Seen
Agilix Health’s patient engagement team turns referrals into active patient relationships: verifying information, choosing the right program, coordinating with care teams and contacting patients about what comes next.
Anika Sharma, Patient Engagement Manager, calls this point in the healthcare journey the “gray space.” A referral may have been sent, but outreach, enrollment and care don’t happen on their own. Someone still has to turn the information into action.
For Patients
Many live in rural communities, where trust can be fragile. A small error at first contact, like a misspelled name, can make them feel unknown.
For Billing
Provider, site, program and client details decide the billing pathway. A manual mismatch can surface later as a billing issue to investigate.
For Growth
Every increase in referral volume brought a nearly matching increase in manual entry.
Why They Chose Documo
The Build-or-Buy Question Was Really a Time-to-Market Question
Agilix Health had the vision for a tech-enabled referral workflow.
The choice: build it in-house, or partner with a team that already had the technology.
Months
to build
Potentially much longer once building, testing, tuning, and integration were factored in.
Technical and operational attention pulled away from patient engagement and care support.
Manual referral entry would have continued for every month the build ran.
Live in
~1 month
Referral documents were already arriving through Documo Cloud Fax.
20+ custom fields configured from Agilix Health's real referral documents.
A new client added during the build was folded into the existing workflow.
What's Documo IDP?
Referral Data, Ready Without Retyping
Documo’s Intelligent Document Processing reads referrals as they arrive through Documo Cloud Fax and identifies the fields Agilix Health needs: patient demographics, referral site, referring provider, program type, insurance and client details.
That information moves into Agilix Health’s workflow without line-by-line retyping. Staff stay responsible for review, exceptions and patient outreach, the parts of the job that need a person.
Documo is where practicality meets efficiency. Because you made us so efficient, I'm able to move on and make my entire operation more efficient. This was one part of our operation, but it helped improve everything that comes after it.
Anika Sharma
Patient Engagement Manager, Agilix Health
Built For Growth
Referral Growth Without Matching Growth in Manual Work
Because more referrals no longer meant proportionally more retyping, Agilix Health could redirect about 200 staff hours a month to patient outreach, enrollment, care coordination, exception handling and operational improvement.
As clients, programs and referral volume change, the workflow scales without the same growth in manual document entry.
What Would Manual Referral Entry Cost Your Team?
staff hours a month spent retyping referrals
full workdays a month that could go to patient outreach
Turn Inbound Referrals Into Faster Patient Care
Before and After
What Changed for the Patient Access Team
Up to 6 hours
Referral arrives through Documo Cloud Fax.
A team member identifies the client and program.
They confirm the referring provider and site.
They review patient and insurance information.
They retype it all into downstream systems.
Only then can outreach to the patient begin.
Every new referral meant more manual entry, and more chances for a mismatch.
~2 min per day
No one retypes referral details line by line.
No waiting on manual entry before outreach starts.
Fewer manual mismatches turning into billing issues later.
Staff review exceptions and focus on patients. See each step below.
From Referral Fax to Patient Outreach
Agilix Health and Documo mapped the process from document arrival to the next action together, deciding which repetitive tasks to automate and where human judgment should stay. The workflow spans multiple clients, providers, sites and care programs, including oncology, weight management, prenatal and postpartum care.
The Referral Workflow
Referral documents arrive through Documo Cloud Fax, the same way they did before automation. Nothing changes for referring providers.
Documo reads each referral and captures 20+ custom fields configured from Agilix Health's real referral documents, from patient demographics to insurance.
Referral site, referring provider, program type and client information are captured, the details that decide where a referral goes and how it's billed.
The extracted information moves into Agilix Health's workflow without anyone retyping it line by line.
Staff stay responsible for review and exceptions, the cases that need human judgment.
The patient engagement team contacts patients sooner, with the right name, program and details from the first call.
Why Accuracy Matters
The First Details Set the Tone
Agilix Health often serves patients in rural communities, where trust can be fragile and access to care can already feel difficult. A misspelled name may look minor inside a workflow, but to the patient it can signal that the organization doesn’t know who they are.
Faster, more consistent processing lets outreach start sooner and with the right information, shortening the distance between a referral arriving and a patient getting a thoughtful, informed response.
My requests were produced and implemented quickly. That helped gain my trust in Documo compared to my prior experiences with other vendors.
Common Questions About Agilix Health's Results
What results did Agilix Health achieve with Documo?
Agilix Health scheduled 33% more referrals after automating referral intake with Documo Intelligent Document Processing. A full day’s referrals now take about two minutes to process instead of up to six hours, extraction accuracy reached about 97% across key referral fields after model tuning, and the team redirected roughly 200 staff hours a month to patient outreach, enrollment and care coordination.
How did automation help Agilix Health's patients?
Patients hear from Agilix Health sooner, because outreach no longer waits on manual data entry. They’re also contacted with the right name, program and details from the first call. That matters for patients in rural communities, where a small error at first contact, like a misspelled name, can make someone feel unknown.
Did automation reduce Agilix Health's headcount?
No. The roughly 200 staff hours a month that automation freed up were reallocated, not cut. The patient engagement team now spends that time on patient outreach, enrollment, care coordination, exception handling and operational improvement.
Why did Agilix Health partner with Documo instead of building in-house?
It came down to time to market. Building, testing, tuning, integrating and maintaining the capability in-house could have taken months or longer, pulled attention away from patient engagement and care support, and left manual referral entry running the whole time. Agilix Health’s referrals were already arriving through Documo Cloud Fax, and the automated workflow was live in about a month.
Can Documo extract custom referral fields?
Yes. For Agilix Health, Documo configured more than 20 custom fields from the organization’s real referral documents, covering patient demographics, referral site, referring provider, program type, insurance, client information and other workflow-specific details. After model tuning, accuracy reached about 97% across key referral fields.
Does Documo work across multiple clients and care programs?
Yes. Agilix Health’s workflow spans multiple clients, providers, sites and care programs, including oncology, weight management, prenatal and postpartum care. When Agilix Health added a new client during the build, its provider, site, program and referral requirements were folded into the existing implementation.
What is Documo Intelligent Document Processing?
Documo Intelligent Document Processing (IDP) reads inbound documents such as faxed referrals, identifies what each one is, extracts the data your team needs and routes it into your workflow. Staff stay in the loop for review and exceptions, so their time goes to the work that needs a person instead of retyping.