The Intake board shows every open referral as a card, in columns for each stage. A referral moves left to right as it is worked.
Read the board left to right; each card carries its source, facility, insurance, and task progress.
Each card shows the patient's name and date of birth, Source, Facility, Insurance, a task-progress ring (for example 2/5 — hover to see Remaining Tasks), and the received date.
Find and open a referral
Click Intake in the sidebar.
Search by name, or click Filter to narrow by Stage, Assignee, Priority, Labels, Patient, Team, or Date Range. Display changes sorting and grouping.
Click the card. The referral opens with a Properties bar (stage and assignee), the patient's demographics, and four tabs: Tasks, Financial, Patient Summary, and Comments. The right panel holds Info (what was read from the documents: insurance, allergies, diagnoses, medications, health risks), Docs, and Comments.
Note: The Patient Summary tab is drafted from the referral documents once they finish processing. Check it before calling the referral source — the answer is often already extracted.
Complete the tasks
Open the Tasks tab. Each task shows Owner and Status (To Do, In Progress, On Hold, Completed, Cancelled). Tasks with the Enzo avatar run automatically.
Click a task, fill in its form, click Complete.
Decision tasks ask Accept or Decline. Declining requires a Decline reason.
Move the referral forward
Drag the card to the next column, or change the stage in the Properties bar.
Warning: Moving to a closing stage (Completed, Declined, Canceled) cancels all remaining intake tasks and cannot be undone. The system asks you to confirm, and Declined requires a Decline Reason.
A declined or non-admitted referral can be restarted later: open it and use the restart banner. Work already done stays on the original referral, and the new referral links to the same patient.
Handle a possible duplicate
A Possible duplicate badge on the card (and a Possible existing patient found banner in the referral) means an existing patient may match.
Click Review match and compare.
Different people → click Not a duplicate.
Upload a referral
Click Upload Referral at the top of the board.
Drop in files (PDF, DOC, DOCX, TXT, images — up to 10MB each) and click Upload Referral. The referral is created and populated from the documents.
Referrals also arrive automatically from your agency's referral email address and from Send to Intake in Document Management.
If something goes wrong
The intake screen is mostly empty for a new referral. Expected — the screen populates from what is in the referral documents. A sparse referral means sparse extraction until your team fills in the rest.
A referral you worked yesterday is gone. It moved to a hidden or closing column. Click the Hidden columns strip at the right edge to show it, then search the patient's name.
"No Upload Workflow Available." Your organization is not set up for uploaded referrals. Contact your administrator.