From first referral to first visit, in one record
Referrals from your website land in AraSync. Staff work the waitlist, check eligibility, send the intake packet and book the diagnostic assessment without re-keying the client each time.
See where every new client stands
A referral becomes a waitlist entry, and a waitlist entry becomes a client. The record carries through each stage, so nothing is typed twice.
- ✓One board, with a column for each stage from new referral to service ready
- ✓Intake packet status and any booked assessment shown on each card
- ✓Send an intake packet straight from the board
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New referral From your website or a partner
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Outreach First contact logged
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Waitlisted Waiting time tracked
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DA pending Diagnostic assessment
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FA pending Functional assessment
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ITP pending Treatment plan
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Service ready Ready to schedule
Referrals arrive straight from your website
A referral form on your own site posts directly into AraSync, so referrals do not sit in a shared mailbox waiting for someone to copy them over.
- ✓Supporting documents attached when the referral is sent
- ✓Referrer and case manager details kept with each referral
- ✓Contact notes record each attempt, the method and the outcome
- ✓Each referral shows how many days it has been waiting
- ✓Rate limiting and bot filtering on the public form
Check coverage before the first call
Eligibility checks run from the referral and the client record, so intake staff can see coverage without logging in to a payer portal.
- ✓Real-time checks at intake. Referrals and waitlist clients can be checked through Availity while intake is under way.
- ✓MN-ITS batches for enrolled clients. AraSync sends 270 batches to MN-ITS and records the results when the 271 responses come back.
- ✓Payer details filled in. Referrals with a Medicaid ID can be updated with the managed care subscriber ID, group number and payer.
- ✓People confirm the result. An eligibility response is a snapshot of coverage on that day. Your team decides what happens next.
A waitlist your team can work
Every waiting client has a status, an owner, a priority and a history of what changed and why.
- ✓Status. Waiting, enrolled and withdrawn, with only the allowed changes between them.
- ✓Priority. A priority level and the reason it was set.
- ✓Assigned staff. A named owner on every entry.
- ✓Status history. The old status, the new one, who changed it and why.
- ✓Communication log. Contact attempts and form requests kept on the entry.
- ✓Dates. When the client was added, last contacted and enrolled.
Intake packets, signed before the first visit
The client completes consents and forms on their own device
Sent as a secure link
The client opens the packet from a link on their own phone or computer. There is no portal account to create.
Date of birth first
The client confirms their date of birth before any form is shown. If they agree to texts, a one-time code confirms the phone number.
Complete and sign
Consents and intake forms are completed and signed in the browser, then filed with the referral or client.
See what is outstanding
Each item in the packet has its own status, so staff can see which forms are still missing.
Book the assessment from the packet
Assessors publish their open times as slots. Clients can pick a video slot inside their intake packet, and staff book in-person slots.
- ✓Slots for video, office or home visits
- ✓Two bookings cannot take the same slot
- ✓The assessor receives an Outlook calendar invite, and a cancelled booking sends the cancellation
- ✓The client gets a confirmation by email, and by text when they have agreed to texts
- ✓Video assessments use AraSync telehealth, with the join link sent to the client
- ✓Staff can split open slots, release a booking and book again
Referrals that need a follow-up
A weekday morning email lists the referrals that are waiting on your team
Not yet contacted
New referrals with no contact attempt after three days.
Stalled
Referrals where the last attempt was more than a week ago and nobody has reached the client.
Ready for a decision
Referrals with three or more attempts and no contact, listed so someone decides whether to close them.
Walk through intake with your own programs
See a referral arrive from a website form, move through the waitlist and reach a booked diagnostic assessment.