01 / Know what needs you
A next action. A clear owner.
The work queue puts overdue follow-ups first. Open a case to see the staff action, coordinator, and follow-up date.
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Pediatric therapy intake
Automate the routine.
Focus your team.
Send family forms, automate routine follow-up, and give your intake team a clear next action for every referral.
From referral to first visit, with staff review at each handoff.
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The intake workspace
Follow-up in motion.
Your team in control.
Forms, documents, and each case’s next step stay together. Your team can see what FlowState has handled and where their attention is needed.
Explore the full work queue
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02 / Review before the handoff
The requirements, together.
Review family forms, referral documents, and benefits requirements in the case. Your team approves the handoff into the EHR.
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Let’s look at how this could work for your intake team.
Talk to our teamThe referral journey
One case.
From referral
to first visit.
Keep the documents, owner, and time in stage with each referral as it moves through intake and into care.
Explore each stage to see what FlowState coordinates and what your team reviews.
01ReferralGive every referral a case record.
Initial rollout
Bring the referral, contact details, and documents together. Fax and PDF extraction populates the case fields.
Your team’s part
Review the captured information, correct fields, and assign the case owner.
02IntakeHelp families complete intake.
Initial rollout
Send forms and follow up by text or AI-assisted call. Returned forms stay with the case for staff review.
Your team’s part
Handle questions, review returned information, and follow up personally when a family needs help.
03StaffingMatch the case to a clinician.
Staff-led initially · Automation planned
Matching uses discipline, service area, family time windows, and published clinician availability.
Your team’s part
Confirm the assignment and keep clinician availability current.
04EvaluationPrepare the clinical handoff.
Initial rollout
Staff approve the case after intake is complete, a clinician is assigned, and the health plan’s pre-evaluation requirements are met. The approved case moves into your EHR.
Your team’s part
Approve the handoff. The clinician records the evaluation and plan of care in your EHR.
05Doctor ordersTrack the physician’s signature.
Staff-led initially · Automation planned
Keep the plan of care and signed orders with the case. Physician outreach requests signatures, tracks replies, and follows up on outstanding orders.
Your team’s part
Review returned orders and resolve changes or questions with the physician’s office.
06AuthorizationWork from the health plan’s requirements.
Staff-led initially · Automation planned
Each case carries a checklist based on its health plan, service, and order content. Submission and status tracking keep the case up to date through authorization.
Your team’s part
Maintain your agency’s rules, review the required items, and handle payer questions.
07Start of careConnect intake to the first treatment visit.
Tracked through EHR visit records
The first completed treatment visit after authorization marks start of care. The case timeline shows how long the referral spent at each stage.
Your team’s part
Use time in stage and case counts to decide where intake needs attention.
Getting started
Start with intake.
Build around your team.
We scope the rollout around your workflow and EHR access. Your EHR stays the clinical record.
Discuss your intake process- 01
Map your intake process
Walk through your referrals, family follow-up, and the steps your team reviews.
- 02
Set up forms and follow-up
Start with shared case records, family forms, text reminders, and AI-assisted calls. Referral extraction follows.
- 03
Connect the clinical handoff
Set up your EHR connection during onboarding, wherever agency access allows. Staff review and approve what moves into the clinical record.
Planned nextStaffing and payer coordination
Planned automation includes clinician matching, scheduling calls, eligibility and benefit checks, physician signature follow-up, and payer submissions. Staffing and payer coordination are staff-led in the initial rollout.
A few practical questions
Before we talk.
What happens after I get in touch?
Our team will reply by email. We’ll learn about your intake process, walk through the relevant FlowState screens, and discuss the setup for your agency.
What does our team still review?
Your team reviews returned information and documents, confirms clinician assignments, and approves the handoff into the EHR. Staff can correct case fields and handle questions that need a personal follow-up.
How will families experience FlowState?
Messages, calls, and portal pages use your agency’s name and identity. Families receive a link to their forms. AI-assisted calls identify the agency and the automated assistant, and families can choose staff follow-up.
How does FlowState track results?
Case records track days from referral to EHR approval and referrals handled per intake staff member per week. Both are compared with your agency’s referral history from before FlowState.
Let’s talk about your intake
What could FlowState
do for your agency?
Tell us about your intake process. We’ll show you how FlowState could support your team.
Our team will reply by email to start the conversation.
hello@flowstate.healthcare