Medical & Healthcare
45 prior authorizations per physician per week. 14 hours of staff time. 94% say it delays patient care.
Klarefi reads every referral, extracts patient details and diagnosis codes, and chases patients for what is missing. Your scheduling team opens complete, verified charts.
“Clinical examination confirms anterior cruciate ligament sprain, right knee. ICD-10: S83.5.”
Referral letter, page 1
“Referred by Dr. R. Hendriks, general practitioner, Amstelveen Huisartsenpraktijk.”
Referral letter, page 1
“Patient insured under CZ Zorgverzekering, basis package, policy effective 1 January 2026.”
Insurance card scan
The reality
86% of claim denials are avoidable. The number one cause is missing documentation at intake.
50 to 200 referrals arrive per day via fax, email, and mail. Up to half are incomplete. Staff spend more time chasing referring offices for missing clinical documentation than processing actual referrals. 75% of all healthcare communication still happens via fax.
The industry tells you the answer is a bigger EHR portal or more front-desk staff. But CMS found $31.2 billion in improper Medicare payments last year. Insufficient documentation caused more than half of them. Generic portals do not fix faxed referrals with handwritten notes. They just create more operational workload.
~0%
of referrals arrive incomplete
Gandhi et al.
0/wk
prior auths per physician
AMA, 2023
$0.0B
in Medicare improper payments
CMS CERT, FY2023
0%
of claim denials are avoidable
Change Healthcare
How it works
You do not need a bigger portal. You need complete referrals arriving on day one.
Step 01
Form
Guided intake collects the right documents in the right format.
Step 02
Fact
Every document is read. Every value is extracted and cited to its source page.
Step 03
Verify
Missing evidence is flagged. The applicant gets an upload link before your team opens the file.
Klarefi is an intake operating system built for how referrals actually arrive. Fax, email, mail, portal. Three steps. Form: patients and referring offices submit through guided intake. Fact: every document is read, every diagnosis code and patient detail is extracted with citations. Verify: gaps are detected and patients get an upload link before your coordinator picks up the phone.
Purpose-built for
Your workflow
What your coordinators see when referrals land
Structured records ready for scheduling before your team picks up the phone.
Missing: MRI report (referenced in referral)
Referral mentions "MRI dated 28 January" but no imaging report found in uploads.
Ready to Schedule
All documentation complete · 4 documents verified
Twelve referrals landed overnight. Patient details extracted, codes mapped, three flagged incomplete. All before your team clocked in.
Built for how referrals actually arrive
Reads faxed referrals
Processes referral letters, patient history, lab results, and prior auth documents from fax, email, and upload.
ICD-10 and CPT extraction
Extracts diagnosis codes, urgency levels, and procedure codes with cited evidence. Catches coding gaps that lead to claim denials.
Chases missing documentation
Detects incomplete referrals and contacts patients or referring offices via guided upload links. Eliminates phone tag.
Audit-ready clinical trails
Every extracted field backed by the exact source quote and page. Defensible for insurance audits and clinical quality checks.
See it on your actual referrals
Send us a stack of referrals. In two weeks, you see structured extractions and gap detection in action. If we do not cut your intake processing time by 50%, we work for free until we do.
Backed by our 30-day “work for free” conditional guarantee.
A 90 seconds read, improvements forever.