--- title: "Health Flow — AI Patient and Referral Intake | Aristral" description: "Health Flow is Aristral's healthcare intake system: inbound patient calls, e-fax and email referrals, insurance capture and prior authorisation, with a human exception queue and no clinical advice." url: "https://aristral.com/health-flow" canonical: "https://aristral.com/health-flow" --- Health Flow×Built by Aristral Healthcare Intake Platform # NO PATIENT CALL, FAX OR REFERRAL GOES TO VOICEMAIL. Health Flow is the healthcare sibling of CaseFlow. Where CaseFlow handles legal intake, Health Flow handles patient and referral intake for providers, payers and medical billing operations. One intake engine, a different domain model. Voice IntakeE-Fax & Email ReferralsInsurance CapturePrior AuthorisationHuman Exception QueueFull Audit Trail The Problem ## Intake arrives three ways at once. A practice takes a call while a referral lands on the fax line and an email turns up with a scan attached. Each channel has its own queue, its own re-keying, and its own way of going quiet when the front desk is busy. The work is identical every time: identify the person, capture why they are contacting you, and file it somewhere a clinician or a biller can act on. Three Channels One job, three inboxes. Phone, e-fax and email each get worked separately, by different people, at different times of day. Re-Keying Typed in twice, minimum. Details are read off a fax and typed into scheduling, then typed again into billing. Every hop is a chance to transpose a digit. Silent Drop-Off Voicemail is a dead end. After hours and through busy periods, intake stops. Nobody finds out until someone asks where a referral went. The Solution ## One intake path. Every channel. Calls, faxes and email enter the same pipeline, get extracted into the same structured fields, and are filed with the same audit trail. What the system is confident about is written through. What it is not confident about goes to a person. Answered, Not Recorded Inbound calls handled, identity verified, reason captured. Booked, Not Messaged Appointments written into the scheduling system directly. Referrals Extracted E-fax and email documents parsed into structured records. Insurance at Registration Card and eligibility details captured up front. Authorisation Routed Prior-auth correspondence classified to the right queue. Denials Triaged EOB and denial correspondence sorted, not stacked. Exceptions Escalated Low-confidence extractions handed to a human queue. Everything Logged Every decision and access reviewable after the fact. Scope ## What it actually covers. Intake, end to end, across every channel a practice or billing operation receives work on. 01 Inbound Calls Answered, identity verified against the practice record. 02 Reason for Contact Captured in structured fields, never free-text only. 03 Appointment Booking Written back to the scheduling system, not left as a message. 04 E-Fax Referrals Documents extracted into structured referral records. 05 Email Referrals Same pipeline as fax, same extraction, same audit trail. 06 Insurance Capture Card and eligibility information taken at registration. 07 Prior Authorisation Correspondence classified and routed to the right queue. 08 Denials & EOB Explanation-of-benefits triaged rather than stacked up. 09 Exception Queue Anything below confidence goes to a person, never silently. 10 Audit Trail Every decision and every access logged and reviewable. Guardrails ## The limits are the product. A healthcare intake agent is judged on what it refuses to do. These constraints ship with the system rather than being configured in afterwards. No clinical advice The agent does not triage, assess symptoms, or offer guidance. A suspected emergency is captured and escalated immediately, never assessed. It says what it is Asked whether it is a person, the agent discloses that it is an assistant. No pretending, no ambiguity. Tighter thresholds Confidence is set higher than a finance workflow would need, because a wrong value here reaches a chart or a claim. Humans hold the edge cases Every extraction below threshold lands in an exception queue. Nothing low-confidence is written into a record on its own. Compliance Posture ## Built so a covered entity can meet its obligations. There is no such thing as a HIPAA-certified product, and any vendor claiming one is telling you something untrue. What exists is a system designed and operated so that a covered entity can meet its own obligations, with a business associate agreement as the contractual mechanism. * Minimum-necessary field extraction, not bulk capture * Encryption in transit and at rest * Role-based access control * Access logging on every read and write * Configurable retention periods * Business associate agreement in place before go-live Integrations are supported at the category level: scheduling and EHR systems, e-fax intake, messaging for confirmations, and eligibility checking. We scope the specific systems in your stack on the call rather than claiming a certified integration we have not built for you. Next Step ## Let’s scope it against your intake, not a demo. Every practice and billing operation routes work differently. We map your channels, your scheduling system and your exception thresholds before anything gets built, then scope from there. \>\_ 01 Map We walk your intake as it runs today: which channels, which systems, who picks up the exceptions. \>\_ 02 Scope Confidence thresholds, escalation rules and retention agreed in writing, with the BAA alongside. \>\_ 03 Run Live on one channel first, with the exception queue watched closely, then widened once it holds. [Book a Call →](https://aristral.com/book)[Contact Us](https://aristral.com/contact) admin@aristral.com · aristral.com --- Markdown version of this page. Human page: https://aristral.com/health-flow. Site index for agents: https://aristral.com/llms.txt. Contact: https://aristral.com/contact