Solution · Referrals
A referral is not a patient until someone calls them.
Another practice sent you a patient. They may not know why, or that your clinic will call. Recupra calls them as soon as the referral reaches you, explains who sent them, and books the first visit into a real opening.
No call. No credit card. Plug-and-play setup in 5 minutes.
Speed to lead
Why the first call decides who books
Interest goes cold within hours, not days. In a study of 1.25 million sales leads across 42 US companies, reported in Harvard Business Review, firms that tried to reach a lead within an hour were nearly seven times as likely to have a meaningful conversation with them as firms that waited even one hour longer, and more than 60 times as likely as firms that waited a day.
Most businesses are nowhere near that. The same authors audited 2,241 US companies with a test web inquiry: 37% responded within an hour, 24% took more than a day, and 23% never responded at all. The average response time among those that did was 42 hours, according to a contemporary summary of the research.
Those studies were not about clinics, but a referred patient behaves the same way: the longer they hear nothing, the less the referral means to them. With the Referral Agent, the call goes out as soon as the referral lands, not when someone finds a free half hour in their afternoon.
The problem, in dollars
Referrals stall between two front desks.
The referring practice sends a fax or a portal message. Your front desk types it in, then has to find time to call someone who may not know your clinic, may not remember the referral, and may not pick up.
That call competes with the waiting room and the phone, and the waiting room always wins. A referral that slips never shows up as a gap in your schedule, so nobody counts it.
How it works
How the Referral Agent works
Once it is connected to where your referrals arrive, it runs on its own.
- 01
Calls when a referral arrives
A new referral in your EHR, your CRM, your own system or a shared spreadsheet starts the call. The connection is set up with your team at onboarding.
- 02
Explains who sent them and why
It names the referring practice and the reason for the visit, so the call makes sense to a patient who has never heard of your clinic.
- 03
Asks what you need first
Up to six questions you configure, plus a date of birth when the patient needs a new chart.
- 04
Books a real opening
It offers open times from your EHR for the visit type you set, reads the choice back, and books it once the patient confirms.
Why Recupra
What the Referral Agent handles
Everything between the referral arriving and the first visit on your calendar.
- Names the referring practice and the reason on every call
- Offers real open times from your EHR, never invented ones
- Books only after the patient confirms the time read back to them
- Opens a chart for a new patient when your EHR allows it
- Records a decline and its reason, or a better time to call back
- Answers questions only from your clinic's own information and FAQs
- Transfers the call live to your front desk when you set a transfer number
Pricing
Outcome-based pricing
No platform fee, no setup fee. You pay only when a referred patient is booked into their first visit, nothing when the call does not produce an appointment.
Works with your EHR
Connects to the system you already use
Native integrations with Healthie, athenahealth, DrChrono, Elation Health, Cliniko, Mindbody, Square Appointments, Acuity Scheduling, SimplyBook.me, Canvas Medical, Medplum, and Akute Health, plus 33 more systems with an assisted setup. See all integrations.
Proof
What this is worth to your clinic
A referred patient is usually the start of a course of care, not a single visit. The Referral Agent is new, so there are no beta figures to share yet. Talk to us to hear it call for one of your own referral types.
FAQ
Frequently asked questions
Does it call referrals automatically?
Yes. At onboarding we connect it to where your referrals arrive: your EHR, your CRM, your own system or a shared spreadsheet. Each new referral starts a call, with nobody on your team dialing.
What does the agent tell the patient?
Who referred them and the reason the referring practice gave, then it offers to get the visit scheduled. If the patient never heard about the referral, it explains it plainly.
Does it book into my EHR?
Yes, into real open times for the visit type you choose, and only after the patient confirms. If you would rather book by hand, switch booking off and the agent records the time the patient agreed to for your front desk.
What if the patient has no chart yet?
It asks for a date of birth and opens the chart, where your EHR supports that. Otherwise it records the agreed time and your front desk finishes the booking.
What does it cost?
$30 per referred patient booked into their first visit. Nothing when the call does not produce an appointment.
How is this different from the Intake Agent?
The Intake Agent calls a patient who has already booked and asks your intake questions. The Referral Agent calls someone another practice sent you, before anything is booked, and books the first visit.
Does it work with my EHR?
Native integrations with Healthie, athenahealth, DrChrono, Elation Health, Cliniko, Mindbody, Square Appointments, Acuity Scheduling, SimplyBook.me, Canvas Medical, Medplum, and Akute Health, plus 33 more systems, including Epic, Tebra, Jane, and SimplePractice, with an assisted setup.
Call every referral while it is still fresh.
Run the demo to see where your clinic loses revenue on your real data, or talk to us about turning on the Referral Agent.