Every Patient Ready for Visit or Surgery
Your AI Prep Coordinator knows what each visit and surgery requires, collects it from patients and outside offices, and alerts your team only when something still has not arrived.
Starts whenThe appointment is booked
Ends whenThe patient completes the visit or surgery
- 21 days beforeInsurance verifiedAetna PPO
- 14 days beforeForms and consent signedBy text
- 10 days beforeMedical records receivedBy fax
- 5 days beforeClearance receivedBy fax
- 2 days beforePre-op instructions sentBy text
- Surgery dayPatient ready
Patients Arrive Unprepared, and Surgeries Slip
saved per provider each year from reduced admin work
Patients arrive without intake forms, so check-in turns into paperwork and the schedule runs late.
Surgical coordinators spend hours calling PCPs, specialists and labs for clearances.
A document missing close to surgery day means a delayed case and an empty OR slot.
Built to Do the Whole Job,
Not Part of It
Visit requirements
Each visit’s requirements are detected from the procedure, provider rules and your workflow.
Patient intake
Demographics, clinical intake and consent forms are collected before the visit, with questions tailored to the appointment type.
AI voice intake
AI can call the patient, collect answers by voice, fill in the form and send it back for confirmation.
Authorization collection
Insurance authorizations are collected before every visit and surgery.
Clearance collection
PCP, specialist and other clearances are requested and collected before surgery day.
Outreach to outside offices
Missing records are requested by fax, then followed up with an AI phone call to the office.
Document tracking
See what is received, missing, pending or waiting on an outside provider.
Timeline alerts
Cases approaching surgery day with missing items are flagged, and staff step in only then.
Pre-chart and provider questions
A pre-chart note is drafted, with questions that help the provider close documentation gaps and bill accurately.
What Your Team
Gets Back
Fewer delayed surgeries
Clearances, forms and records are in before surgery day, so cases are not stuck at the last minute.
Less chasing
Coordinators stop spending hours on the phone with outside offices.
Patients arrive prepared
Visits start on time, with fewer surprises at check-in.
- Referral completion rateUp from a 50% benchmark
- 90%
- Referral completion timeDown from an 8-day average
- 15 min
- Admin time savedAcross fax and referral work
- 87%
- Saved per provider annuallyFrom reduced admin work
- $18K
Give Your Team Time Back for Patients
Book a demo to see how Carethink moves patients from referral intake to completed visit.