Automated Referral Intake & Patient Outreach Platform

• Direct integration with PURE’s GoTo account to retrieve every inbound fax at source, with sending number, timestamp and page count captured against the record.
• Delegated read-only connection to PURE’s central referral inbox via the Google Workspace API.
• Access scoped to the referral fax line and the referral mailbox only; no access to any other mailbox, Drive content, call recordings or voicemail.
• Automatic retrieval of new referrals including PDF and image attachments from both channels.
• Resilient polling with retry handling so that no fax or email referral is missed during an outage.
• Processing status recorded per fax and per message for traceability.

• OCR conversion of scanned faxes and image-based attachments into machine-readable text.
• Handling of multi-page referral packets and mixed-quality scans.
• Graceful handling of illegible documents, routed to the exception queue rather than discarded.
• Original source document retained and linked to the resulting record.

• Structured extraction of patient name, date of birth, contact number, insurance details, referring provider, reason for referral, urgency and preferred location.
• Field-level validation for presence, format and plausibility.
• Confidence scoring on every extracted record.
• Duplicate detection for referrals received more than once across fax, email and phone channels.
• Configurable confidence threshold determining what passes straight through and what is reviewed.

• Automated write-back of clean records into PURE's existing referral Google Sheet.
• Live status column reflecting the stage of each referral.
• Agreed sheet structure preserved so that existing staff workflow is unchanged.
• Exception queue interface for Vanaa coordinators to correct low-confidence records.
• Corrections written back to the same row with full audit trail.

• AI voice caller places an outbound call to the patient, names PURE and the referring doctor, explains why the practice is calling, and confirms the best number and email address to use.
• The voice agent sends the intake form link by text while the patient is still on the line, and leaves a defined voicemail with a callback path when there is no answer.
• Text and email outreach, each carrying a unique, expiring secure link to the intake form.
• Reminder cadence across channels: text on first contact, email at 24 hours, a second voice attempt at 48 hours, then the row flagged for staff follow-up.
• Inbound reply handling — SMS replies, email replies and return calls — with a routing rule agreed with PURE.
• Opt-out handling on every channel in line with carrier, email and regulatory requirements.
• Every contact names PURE and the referring doctor explicitly, so that patients do not read it as spam or a scam call.
• Call outcome, transcript and channel history logged against the patient row; call recording enabled only if PURE elects it.

• PURE’s existing JotForm intake form is used as the patient-facing form — the same form the practice uses today, not a new one for staff to learn.
• The link issued to the patient is pre-filled with the fields already extracted from the referral, so the patient is never asked for what the referring office already sent.
• Completion tracked per patient: link issued, opened, partially completed, submitted.
• Submissions pulled back automatically and written into the same patient row, including uploads such as ID and insurance card.
• Practice manager view — insurance verified, provider assigned, appointment booked.
• Referring provider submission form — allows provider offices to submit directly and bypass the fax channel over time.
• All surfaces write into the same patient row, with no duplicate record creation.

Patient-facing form in scope: purepsychmi.jotform.com/250947671640967 — Pure Psychiatry & ACPC Intake Form.

• Referral volume by day, week and location.
• Referral source breakdown by referring provider and by channel — GoTo fax, email or phone.
• Outreach performance by channel — voice connect rate, text and email response rate, and reminder effectiveness.
• Intake form completion rate, and time from first contact to submitted form.
• Turnaround time from referral received to complete record.
• Exception rate and extraction accuracy tracking.
• Dashboard refreshed daily, plus a weekly summary emailed to PURE.

• Encryption of data in transit and at rest across the processing chain.
• Role-based access control with multi-factor authentication and named users only.
• Restricted access to the exception queue, which is the only surface exposing patient data to Vanaa staff.
• Centralised audit logging across every stage of the chain.
• Secure patient links that are unique, single-patient scoped and time-expiring.
• Documented incident response and breach notification procedure.
• Security overview document prepared for PURE's compliance officer.