Every fax read on arrival
Referrals, records requests, service orders, and everything else, identified and handled as they come in rather than when someone has a free hour.
Fax Referral Intake
Every referral fax, booked instead of buried.
Stable reads every incoming fax, pulls out the patient, insurance, and reason for referral, creates the record in your EHR, routes everything else, and reaches the patient by text and phone to book. No sorting, no spreadsheet, no phone tag.
- Works with eFax
- Writes to your EHR
- HIPAA-compliant
Demonstration: three faxes arrive in a practice's fax inbox: a pediatric referral, a records request, and a service order. Stable reads each one, highlights and extracts the patient, insurance, and referral details, stamps it by type, and files it. The referral is saved to the EHR and the parent is texted to schedule; the records request and service order are routed to the admin.
Where referrals actually go
Most referrals die between the fax and the first call.
Behavioral health practices still receive a large share of new patients by fax: from pediatricians and primary care, schools, hospital discharge planners, psychiatrists, and Medicaid care managers. A typical group we talk to receives a handful to ten referral faxes a day. Someone reads each one, types it into a spreadsheet, and someone else calls the patient, who is at work and calls back when nobody can answer. Stable closes that loop from the moment the fax arrives.
Referral details extracted
Patient name and contact, date of birth, adult or child, insurance, referring provider, and reason for referral, pulled from the fax without re-keying.
Created in your EHR
The referral lands as a record in SimplePractice, TherapyNotes, and other supported EHRs. No spreadsheet in between.
Outreach starts the same day
The patient gets a text to schedule, and patient messaging books them inside the thread, matched to an in-network clinician.
No phone tag
When the patient calls back at 6pm, the AI receptionist already has their referral and books them on the spot.
Everything else routed
Records requests and service orders go to the person who handles them, so nobody reads twenty faxes to find the three that matter.
How Stable compares
A fax inbox stores referrals. Stable books them.
Most practices handle referral faxes one of three ways. Here is what each does with a referral that arrives at 8am while every clinician is in session.
| Step | Admin reads the inbox | Fax to email or EHR inbox | Stable |
|---|---|---|---|
| Reads the fax | When there is time | Someone still opens it | On arrival |
| Sorts referrals from other faxes | By hand | By hand | Automatic |
| Extracts patient and insurance | Typed into a spreadsheet | Typed by hand | Automatic |
| Creates the referral in the EHR | Later, by hand | Attached, not entered | Automatic |
| Contacts the patient | Phone call when free | Phone call when free | Text, same day |
| Handles the call back | Voicemail and phone tag | Voicemail and phone tag | Answers and books |
| Routes records requests | By hand | By hand | Automatic |
Resources
Fax referral intake, answered.
What is fax referral intake automation?
It replaces the person who reads the fax inbox. Each incoming fax is read as it arrives, identified as a referral, a records request, a service order, or something else, and handled accordingly. Referrals become records in your EHR with the patient's details, insurance, referring provider, and reason for referral, and outreach to the patient starts the same day.
Does it work with eFax?
Yes. Referral sources keep faxing the number they already use, including eFax, and Stable reads from that inbox. Confirm your specific fax provider during setup.
What happens to faxes that aren't referrals?
They are sorted and routed rather than left in the pile. Records requests, service orders, and other documents go to the person who handles them, so nobody on your team has to read twenty faxes to find the three that matter.
How does it reach the referred patient?
By text and phone. Stable texts the patient or parent to schedule, and when they call or text back at any hour the AI receptionist and patient messaging already have the referral, verify insurance, match them to an in-network clinician, and book. That is what ends phone tag.
Does it create the referral in SimplePractice or TherapyNotes?
Yes. Referrals are written into your EHR as records, including SimplePractice and TherapyNotes, so there is no spreadsheet in between and no re-keying from the fax.
Is processing referral faxes this way HIPAA compliant?
Yes. Referral faxes carry protected health information, and Stable handles them with HIPAA-compliant architecture under a signed BAA. For substance use referrals, 42 CFR Part 2 consent rules also apply, and the referral record keeps those documents together.
Get Started
Turn every referral fax into a booked patient.
See Stable read a referral fax, create it in your EHR, text the patient, and book them, live in a quick demo.