Prescreen. Admit. Schedule.One Workspace for Home Health & Home Care.
From referral to first visit, IntakeFlow unites every step. AI prescreen, eligibility, e-signature, and visit scheduling. Built for home-based care.
30-minute walkthrough with your own sample referral. No commitment.
Referral PDF
maria-gonzalez-referral.pdf
Maria G.
74 · Blue Cross Blue Shield
Source
maria-gonzalez-referral.pdf · 94%
Start of care packet
Signed · same day
Security built for healthcare
Intake Is
Broken.
We Rebuilt It.
Three numbers the home-based-care industry keeps missing. Three ways IntakeFlow fixes them.
Built by someone who’s sat at the intake desk. 4 years inside multi-chain post-acute SNFs. We’ve read the 70-minute packet. This is so you don’t have to.
- 01Revenue on the table
- 02Start-of-care timing
- 03Referrals turned away
- 04Coordinator workload
Revenue on the table
$40K/mo
Every Turn-Away Is a Billable Admission You Didn't Get.
At an average home-health episode value around $4,000 and 40 referrals a month, turning away 1 in 4 puts $40,000 of potential revenue on the table every month. It goes to whoever calls the referring physician back first.
With IntakeFlow
IntakeFlow lets your coordinator accept the ones that fit and decline the ones that don't, fast enough to catch them before another agency does. The prescreener pays for itself on the first retained admission.
Sources: HCHB 2026 capacity analysis, EngineHire 2026 Home Care Staffing Report, HHCN 2026 forecast, CMS CY 2025 HH Final Rule (484 acceptance-to-service), AutomationEdge referral intake analysis.
Intake Is Broken. We Rebuilt It.
Built by someone who’s sat at the intake desk. 4 years inside multi-chain post-acute SNFs. We’ve read the 70-minute packet. This is so you don’t have to.
01 · Revenue on the table
$40K/mo
Every Turn-Away Is a Billable Admission You Didn't Get.
At an average home-health episode value around $4,000 and 40 referrals a month, turning away 1 in 4 puts $40,000 of potential revenue on the table every month. It goes to whoever calls the referring physician back first.
With IntakeFlow
IntakeFlow lets your coordinator accept the ones that fit and decline the ones that don't, fast enough to catch them before another agency does. The prescreener pays for itself on the first retained admission.
02 · Start-of-care timing
69 hrs
CMS Gives You 48. The Industry Takes 69.
Median referral-to-first-visit in home health is 69 hours. CMS requires the initial assessment inside 48. Timely Initiation of Care is a survey-tracked quality measure you're already failing.
With IntakeFlow
Referral → prescreen → admit → e-sign → first visit in one workspace. Built to hit the 48-hour window without chasing people across four tools.
03 · Referrals turned away
1 in 4
A Quarter of Referrals Walk. Because You Can't Staff Them Fast Enough.
1 in 4 home care clients are turned away in 2026 because agencies can't screen and staff fast enough. 59% of agencies are running short-handed. Every turn-away is a referring physician who stops calling.
With IntakeFlow
AI flags payer, scope, and clinical mismatches in under a minute. Your intake person stops wasting hours on referrals they'll decline and admits the ones that fit.
04 · Coordinator workload
70 min
70 Minutes per Referral. 10 Referrals a Day. Do the Math.
Industry average to review a single referral packet by hand: 70 minutes. At 10 referrals a day that's 11+ hours of reading before any calls, charting, or follow-ups. Your one intake person can't keep up. Referrals go stale.
With IntakeFlow
AI pre-screens every referral in under a minute. Your intake person opens a 5-line summary with flagged risks and source passages highlighted. Plus a full audit trail ready for your 484 acceptance-to-service policy.
Your coordinator stops juggling four tools.
AI reads the packet. Eligibility confirms the payer. Signatures go out. Visits hit the schedule. IntakeFlow runs the full intake desk on one workspace, one audit trail, one login. Not four subscriptions, four passwords, four places a referral can go missing.
70 → 1 min
Packet review time
3-5 days → same day
Signatures collected
+20%
Admissions captured
Referral intake
10–15 min per referralFax, email, phone — a coordinator retypes demographics into a spreadsheet.
Referral intake
Under 30 secondsDrop the PDF. Demographics, payer, diagnosis, and contacts extracted in seconds.
Accept or decline
18 pages, 3 reviewersRead every page of an 18-page packet to decide if you can take the patient.
Accept or decline
Verdict with citationsCite the rules. Accept / Decline / Needs More Info with the source text highlighted in the PDF.
Payer check
Printed list, updated quarterlyCross-reference a printed payer list pinned to a cubicle wall.
Payer check
Live on every rowMatch the payer automatically. In-Network / Out-of-Network / Not Accepted on every referral.
Signatures
3–5 day turnaroundPrint, drive, fax. Days of waiting on POAs and case managers to sign.
Signatures
Same-day signedSend a secure link. Patient or POA signs on any device — full packet signed the same day.
Visit tracking
Found at billing, not beforeA separate scheduling app — missed visits surface weeks later when billing breaks.
Visit tracking
Flagged in real timeCatch gaps early. Schedule by service line, missed visits flagged before they hit billing.
One referral.
One loop.
Every Step From Referral to Start of Care.
Six capabilities, one workspace. Stop toggling between PDFs, payer portals, scheduling tools, and signature apps.
Referral, Verdict, and Pipeline. In One View.
Every referral starts here. See priority, payer status, prescreener verdict, and next action on the same screen.
- Live referral pipeline by stage
- Payer status and verdict on every row
- Filter by priority, source, and follow-up
Maria G.
74 · Blue Cross Blue Shield
Source
maria-gonzalez-referral.pdf · 94%
Other Referrals in Review
Updated just nowRobert C.
Needs InfoHumana Gold Plus · Dr. Smith. Community Physicians
Dorothy W.
DeclineAetna Better Health · Daughter (self-referral)
James P.
AcceptMedicaid FFS · Case Mgr. John Doe
Illustrative example. Patient and payer names shown for demonstration only. IntakeFlow is not affiliated with and makes no claim of endorsement by any plan, payer, or agency named above.
AI Prescreener
Fax, email, or upload a referral. Demographics, diagnosis, payer, and clinical context are extracted automatically. Your rules engine returns Accept / Decline / Needs More Info with every rule cited and source text highlighted.
- Patient
- Maria G., 74
- Diagnosis
- CHF, Type 2 DM
- Payer
- Blue Cross Blue Shield
- Homebound
- Confirmed
Payer List
Maintain your payer list once. Every referral shows In-Network / Out-of-Network / Not Accepted at a glance, with a clear visual badge that matches the verdict.
Eligibility & Authorization
Track Medicaid FFS, HMO, and dual coverage. Auth expiry and units-used warnings surface before they become billing problems.
Auth expires Apr 20
E-Signatures
Send a secure link. Patient or POA signs on any device. No app, no account. Witness countersignature built in for service agreements and consents.
Patricia O. · Apr 15, 10:22 AM
Tamper-evidentE-Fax Built In
Every inbound fax lands in your queue already prescreened. No paper, no standalone fax service, no extra logins. A HIPAA-compliant fax number is provisioned on signup.
- Patient
- Patricia O., 77
- Diagnosis
- Type 2 DM
- Payer
- Healthfirst MLTC
Visit Scheduling
PT, OT, SN, ST, MSW, HHA for home health. Personal Care, Companion, Homemaker, Respite, Live-In for home care. Catch missed visits before they hit billing.
Six capabilities. One workspace.
1/6Scroll
AI Prescreener
Fax, email, or upload a referral. Demographics, diagnosis, payer, and clinical context are extracted automatically. Your rules engine returns Accept / Decline / Needs More Info with every rule cited and source text highlighted.
- Patient
- Maria G., 74
- Diagnosis
- CHF, Type 2 DM
- Payer
- Blue Cross Blue Shield
- Homebound
- Confirmed
Payer List
Maintain your payer list once. Every referral shows In-Network / Out-of-Network / Not Accepted at a glance, with a clear visual badge that matches the verdict.
Eligibility & Authorization
Track Medicaid FFS, HMO, and dual coverage. Auth expiry and units-used warnings surface before they become billing problems.
Auth expires Apr 20
E-Signatures
Send a secure link. Patient or POA signs on any device. No app, no account. Witness countersignature built in for service agreements and consents.
Patricia O. · Apr 15, 10:22 AM
Tamper-evidentE-Fax Built In
Every inbound fax lands in your queue already prescreened. No paper, no standalone fax service, no extra logins. A HIPAA-compliant fax number is provisioned on signup.
- Patient
- Patricia O., 77
- Diagnosis
- Type 2 DM
- Payer
- Healthfirst MLTC
Visit Scheduling
PT, OT, SN, ST, MSW, HHA for home health. Personal Care, Companion, Homemaker, Respite, Live-In for home care. Catch missed visits before they hit billing.
Built around how each agency actually runs intake.
Same workspace, different rules and terminology. The product knows the difference between a home health start-of-care and a home care service agreement. and acts accordingly.
Skilled, intermittent care under PDGM
Today · Tue Apr 16
Skilled Schedule
Maria G.
SN visit · CHF (I50.9)
Robert C.
PT visit · COPD (J44.1)
Patricia O.
SN visit · Type 2 Diabetes (E11.9)
Home Health
- PDGM-aware prescreener. Clinical group, comorbidity tier, functional level.
- Homebound evidence pulled straight from the referral.
- OASIS-ready start-of-care packet, e-signed on any device.
- Auth tracking for Medicare Advantage, every payer you work with.
Non-medical and personal care services
This week · Apr 14 – 20
Caregiver Assignments
Patricia O.
Homemaker · 4 hrs · M / W / F
A. Bello
● ActiveJames P.
Live-In · Mon – Sun
C. Martin
● ActiveDorothy W.
Companion · 6 hrs · T / Th
.
○ UnassignedHome Care
- Screens by service line and shift pattern, not just diagnosis.
- Managed-care authorization tracking with unit balance and reauth alerts.
- Private pay, Medicaid, and state-waiver documentation in one place.
- Service agreements e-signed with witness countersignature.
Pick Your Agency. See the Day-One Flow.
Mt. Sinai Faxes Referral for Maria G.
18-page PDF lands in the inbox. Demographics, CHF + Type 2 DM, Blue Cross Blue Shield, and homebound evidence extracted in seconds — no retyping.
Prescreener Returns Accept on Maria
Payer confirmed in-network. PDGM Category 1, skilled need (SN + HHA), and homebound criteria cited with page references. Robert C. flagged Needs More Info — homebound doc missing.
Signed SOC Packet for Patricia O.
Secure link sent by text. Patricia signed the start-of-care agreement on her iPhone. Witness countersignature captured. Tamper hash sealed.
Week of Visits Scheduled
SN eval Tuesday 9:00 for Maria, PT eval Wednesday 11:30 for Robert, Friday follow-up for Patricia. LUPA risk flagged on 3 patients at the top of the schedule.
Intake is getting harder,
and the numbers show it.
The chasing. The clarifying. The manual data entry. This is the ground coordinators are actually working on. Every minute IntakeFlow saves is a minute back in their day.
77% → 64%
Referral close rate, home health
Conversion has dropped 13 points in two years. Each missed referral is a patient who went somewhere else.
Rowan Report, 2025
13 hrs/wk
Per clinician, lost to prior auths
Nearly a third of physicians say auth delays have led to patient harm.
AMA Physician Survey, 2025
$10.97 → $5.79
Manual vs. electronic auth, per transaction
A 47% gap. The industry avoided $258B in admin cost in 2024 by closing it.
CAQH Index, 2025
7.7%
Improper home health payments
$1.2B across 2.8M Medicare beneficiaries in 2023.
HHS OIG Audits, 2025
Frequently Asked Questions.
Straight answers. If we don’t do something yet, we say so.
We built IntakeFlow for home-care and home-health agencies, not for enterprise budgets. The full platform is included: prescreener, payer check, e-signatures, visit scheduling, audit log. No seat minimums under 10 people. No paywalls on the features that actually move the referral forward. Pricing scales with your agency size so you only pay for what fits your volume. Exact quote on the demo.
See IntakeFlow on a real referral.
30-minute demo with your own sample referral. We’ll walk through prescreening, e-signature, and pipeline live. on your workflow.
BAA included in onboarding. Review our security posture.