Augment — Worker-Injury Referral Automation
Automated referral intake for worker-injury cases: document intake, scheduling, messaging, signed forms, and EHR sync.
The Opportunity
An occupational-health provider handled worker-injury referrals through a chain of manual steps. When a worker got sick or injured on the job, their employer sent a referral document. Staff read the document, booked the appointment by hand, sent messages to the patient, collected signed PDF intake forms, and entered the details into eClinicalWorks, re-keying information the intake team had already handled once. None of these steps were difficult, but each one took staff time and added delay, and together they slowed intake at every stage. The cost was familiar to anyone who has run an intake desk: staff capacity consumed by coordination and paperwork, and records whose consistency depended on how carefully each field was entered in.
The referral flow was a fixed sequence: employer sends document, staff triages, appointment booked, patient messaged, signed forms collected, case synced to eClinicalWorks. Every step had a defined input and a defined destination. If the sequence could run without staff coordinating each step, referrals would move from the employer's document to a completed case on their own, speeding up intake and freeing the team's capacity for patient care. Ajaia built Augment to automate the entire process, with HIPAA-aligned handling across the intake flow.
Key Challenges
When an employer sent the referral document, staff read it and pulled case details by hand before anything moved.
Every appointment was coordinated manually, one case at a time.
Messages, reminders, and form requests were sent individually by staff.
Signed PDF intake forms were collected, tracked, and filed manually for every case.
The Process
Mapped the worker-injury referral path end to end: the employer's document, appointment scheduling, patient messaging, signed PDF collection, and EHR entry. The map defined exactly what the automation had to carry.
Each referral triggers one automated sequence: document intake, appointment booking, patient messaging, signed form collection, and EHR sync. The workflow replaced the hand-coordinated steps staff had been carrying for every individual case.
Built the automation and integrated it directly with eClinicalWorks, connecting to the EHR's check-in and appointment booking flows so referral data lands in the system of record without anyone re-keying it.
The referral flow launched in production and was refined against real intake scenarios, tuning the automation to how referrals actually arrive and move rather than how the process looked on paper.
Our Solution
Augment carries a worker-injury referral from the employer document to a booked, signed, and synced case. It reads the referral document and books appointments automatically, with no manual coordination. It sends messages to the patient and collects signed PDF intake forms without staff chasing. It syncs referral, check-in, and appointment data directly with eClinicalWorks, eliminating re-keying.
Key Capabilities
Impact
With Augment in place, the entire worker-injury referral process runs automated. An employer sends a document, and the case moves forward on its own. The appointment is booked, the patient is messaged, signed PDF forms are collected, and everything syncs to eClinicalWorks without a staff member coordinating any step. Ninety percent of referral intake now runs automated. Manual EHR re-keying is gone entirely, with zero re-keys, because referral and check-in data flow to eClinicalWorks directly. Intake runs 50% faster than the manual process it replaced. The staff hours that once went to scheduling, chasing patients for forms, and duplicate data entry go back to patient care.
Key Results
- 90% of referral intake now runs automated, from employer document to synced EHR record
- Referral-to-booked time under 1 minute
- 50% faster intake vs. the manual process it replaced
- Zero manual EHR re-keying, with referral and check-in data flowing to eClinicalWorks directly
- Staff hours shifted from scheduling, chasing forms, and duplicate data entry back to patient care
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