One referral inbox for every source
Every referral becomes a person on the record without anyone re-typing them. Email, phone, fax and portal referrals land in one queue, specialists' requests for admission and GP letters among them, Support at Home referrals arrive straight from Services Australia, and when a referral converts the person is admitted without re-keying a field.
Specialists' requests for admission and GP letters in one inbox, through pre-admission to the bed.
Support at Home intake, with referrals synced from My Aged Care (GPMS), Aged Care Web Services, or both.
My Aged Care referral handling, through to placement and AN-ACC.
NDIS participant intake on the same inbox and pathways.
From first contact to first service
Every referral in one queue
Email, phone, fax and portal referrals land in one inbox. Your team assigns, triages and prioritises from a single screen, and progresses each referral to assessment without switching systems.
- Email parsing reads referral emails from your email system and pulls out the key details automatically, so nobody copies and pastes from the inbox
- Digital intake forms, consent documents and assessments, completed online with electronic signatures and stored against the person's record
- Configurable triage workflows and assessment scheduling
- Document collection and storage, with automated status notifications
Requests for admission from the surgeon's rooms
A private hospital gives each visiting surgeon's rooms its own request for admission link. The rooms book from it without an account at the hospital, and staff key in the requests that still come by phone, fax or paper. Each request arrives in the referral inbox with every field as it was sent. Accepting it matches the patient to an existing record or creates one, starts their pathway and books the pre-admission, where Medicare, DVA and the IHI are checked and the patient completes their forms and financial consent from home.
- Requests for admission and GP letters in the same inbox as every other referral
- A link per surgeon's rooms, which the hospital can revoke
- Accept or decline, with the reason recorded
- Pre-admission booked from the accepted request
Support at Home referrals, from My Aged Care and Services Australia
My Aged Care offers referrals through GPMS, with the referral code and the date to respond by. Services Australia's Aged Care Web Services (ACWS) holds each care recipient's classification and approvals. HealthOS reads whichever your organisation is connected to and, with both, joins each referral to its care recipient in one list. One sync refreshes them, and each person is matched to an existing record or created, with their details, assessments and budgets prefilled.
- Either channel on its own is enough to start; the list says which one is not connected
- When a care recipient is admitted by another provider, the sync spots the entry event and flips the referral to accepted elsewhere
- Your intake team is alerted, so nobody chases a person who has already found a place
Waitlists that work across care settings
Define waitlists by context: residential placement, respite, home care packages, ACAT assessment and outpatient programs. Each has its own criteria and workflow. One view shows position, priority, wait time and SLA compliance for every person on every list, live, with no spreadsheets or phone calls.
- Each waitlist ranks people by a priority score you configure, weighting clinical acuity, social risk and operational factors to match your own triage policy
- The score recalculates automatically as circumstances change
- Set SLA targets (for example 28-day placement) and track compliance against them
- See wait times, position, SLA status and capacity across every facility and waitlist type
- Automated follow-ups keep no one waiting in silence
From the waitlist to pre-admission, automatically
Referrals flow from intake directly onto the right waitlist. When a place becomes available, the next person moves to pre-admission automatically. The intake pipeline tracks every interaction from first contact: referral source, triage outcome, assessment status and waitlist position, all in one view.
- Pre-admission pipeline tracking for each person
- Progress against the steps their pathway sets
- For a hospital stay, the patient completes their forms and financial consent from home before they arrive
Care pathways that render to the person
Care pathways in HealthOS render on the fly from the client's program, funding model, facility and clinical needs. Staff and consumers work through parallel pathways together, each seeing the steps relevant to their role. Each facility gets its own experience without custom development. See how pathways and widgets are built.
- Pathways assembled dynamically from a toolbox of configurable widgets covering assessments, consent, scheduling, document collection and more
- Each facility can have its own pathway configuration, with no code changes
- New widgets added to the toolbox are available across all facilities straight away
- Pathway logic adapts to the funding stream: privately insured hospital stays, Support at Home, residential aged care (AN-ACC), NDIS and private
See it in action
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See the intake pipeline in action
We will walk you through it on real data. Bring questions.