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Use case
Healthcare intake & referrals
Keep intake consistent and compliant while reducing handoff errors.
Standardize patient intake, insurance verification, and referral workflows across EHR, clearinghouse, and scheduling tools.
Outcomes
- Reduce intake cycle time and missing data.
- Increase referral throughput with fewer rework loops.
- Maintain a clear audit trail for compliance.
Metrics to watch
Pilot validation signals
Use these signals to validate your pilot and prioritize what to scale next.
- Intake completion time.
- Percentage of referrals scheduled within SLA.
- Prior auth turnaround time.
Example workflows
Detailed, cross-application steps that show how Trope guides real operators.
New patient intake with insurance verification
EHREligibility portalDocument intakeScheduling
- 1Open the intake queue in the EHR.
- 2Select the new patient record and review demographics.
- 3Open the document intake portal and download intake forms.
- 4Verify required fields and update missing details in the EHR.
- 5Scan or upload ID and insurance cards to the chart.
- 6Open the eligibility portal and run insurance verification.
- 7Capture the eligibility response and upload to the EHR.
- 8Enter insurance plan details and effective dates.
- 9Validate copay and deductible fields.
- 10Create the initial appointment in the scheduling system.
- 11Send the appointment confirmation to the patient.
- 12Mark the intake task complete in the EHR.
Referral processing and scheduling
Referral inboxEHRSchedulingFax/portal
- 1Open the referral inbox and select the new referral.
- 2Verify referral details and required documentation.
- 3Confirm referral type and priority.
- 4Open the EHR and create a referral record.
- 5Attach the referral document to the patient chart.
- 6Confirm insurance coverage for the referral type.
- 7Check if prior authorization is required.
- 8Check provider availability in the scheduling system.
- 9Schedule the referral appointment.
- 10Send confirmation to the referring provider via portal/fax.
- 11Send appointment instructions to the patient.
- 12Update referral status to Scheduled in the EHR.
Prior authorization request
EHRPayer portalDocument store
- 1Open the patient chart in the EHR.
- 2Navigate to the authorization request workflow.
- 3Gather required clinical notes and export as PDF.
- 4Collect diagnosis and procedure codes.
- 5Attach the signed order form if required.
- 6Open the payer portal and start a new prior auth.
- 7Enter procedure codes and patient details.
- 8Upload clinical notes and supporting documents.
- 9Submit the authorization request.
- 10Record the auth reference number in the EHR.
- 11Set a follow-up task for authorization status.
- 12Log expected decision date in the EHR.
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