REACH MORE. BOOK MORE. LEAK LESS.
PATIENT REFERRAL MANAGEMENT SOLUTION THAT TURNS REFERRALS INTO BOOKED APPOINTMENTS
Stop losing referrals to phone tag and voicemails. The workflow is simple: Referral Received → Automated Text → Patient Books Appointment Online or Calls to Schedule → Appointment Booked. In one hospital department, that exact workflow reached 97% of referral patients.
Reach referred patients in minutes, not days
Convert more referrals into scheduled appointments
Cut phone tag, voicemails, and manual outreach
Confirm, remind, and protect every booked referral
See exactly who was reached and who responded
Works alongside your existing referral workflow
Trusted by leading healthcare organizations.
EVERY UNREACHED REFERRAL IS A LOST PATIENT — AND LOST REVENUE
Referred patients don't answer unknown numbers, voicemails go unheard, and every day of delay makes booking less likely - while coordinators burn hours dialing. Texting meets patients where they already are: a message gets read in minutes, one tap opens your scheduling link or dials your number, and your team sees exactly who was reached.
~50% of referrals never become a completed visit
30% of voicemails ever get a callback
$6.2M lost yearly to referral leakage at a typical 400-bed hospital
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CLOSE THE REFERRAL LOOP WITH TWO-WAY TEXTING
Automated Referral Outreach
The moment a referral lands, an automated, personalized text goes out with your phone number and/or a scheduling link - no waiting for a coordinator to work down a call list.
Confirmations & Reminders
Protect every booked referral with automated confirmations, reminders, and prep instructions so scheduled patients actually show up.
Two-Way Conversations
Patients reply right in the thread. Automated flow responses handle YES / Y / OK and common questions; your staff jump in whenever a human touch is needed.
Real-Time Dashboard (AnalyticsPRO)
See delivery and read receipts, replies, and reach - who got the message, who didn't, and who to follow up with next.
Trackable Scheduling Links & Digital Forms
Proprietary DH Links send patients to your scheduling page and pre-registration forms - and show you exactly who clicked and who didn't.
AI Translator
Reach referred patients in 100+ languages with medical-aware translation. Staff compose in English; the platform translates automatically.
CASE STUDY
REFERRAL CAMPAIGN
REAL RESULTS
Automated Referral Outreach Reached 97% of Patients - And Reduced Staff Workload
Every week, this hospital department received referrals from physician practices - and reaching those patients by phone had become a losing battle. Most patients no longer answered calls, forcing staff to make multiple attempts and leave voicemail after voicemail, with no way to know whether the messages were ever heard.
The department deployed Dialog Health's two-way texting platform to engage referred patients by text and give them a number to call to schedule - while cutting manual work for staff.
549 referrals received in one year
531 patients reached - a 97% reach rate
Most patients called to schedule the same day
Hours of manual calls and voicemails eliminated
ANALYTICS AND REPORTING
ANALYTICSPRO, REAL-TIME, ACTIONABLE DATA
See which referral texts were delivered, which links were opened, who replied, and who still needs a call. Real-time reach and response data tells your team exactly where to follow up next — so no referred patient slips through the cracks, and you can report referral impact with hard numbers.
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BUILT FOR EVERY TEAM THAT TOUCHES A REFERRAL
Dialog Health's HIPAA-compliant texting scales across the entire enterprise, serving:
Hospitals & health systems - enterprise-wide referral and scheduling outreach
Specialty & physician practices - get referred patients in the door faster
Ambulatory surgery centers (ASCs) - convert surgical referrals into booked cases
FQHCs - accessible, multi-language referral outreach
Call/contact centers & patient access teams - replace manual dialing with texts that send themselves
Typical users: referral coordinators, patient access and scheduling teams, service-line directors, practice administrators, call-center agents, and growth/marketing leaders.
FREQUENTLY ASKED QUESTIONS
How does texting reduce referral leakage?
It removes the biggest failure points - unreached patients, slow first contact, and scheduling friction. An automated text reaches the patient within minutes of the referral, gets read almost every time, and gives them a one-tap way to schedule or a number to call. Fewer patients fall into the gap between referral and appointment, so more stay in your network and on your schedule.
What reach and response rates can we expect, and why is texting better than phone calls or voicemail?
Texts are opened around 98% of the time, versus roughly 30% of voicemails that ever get a callback. One hospital department reached 97% of its referral patients by text. By contrast, single-channel phone outreach averages only about a 50% referral completion rate, while multi-channel outreach (text, email, voice) can exceed 85%. Results vary by facility and usage.
How fast can we contact a referred patient after the referral arrives?
Automatically and almost instantly - outreach can trigger the moment a referral lands. Speed is decisive: contacting patients within 24 hours of referral creation is the single strongest predictor of completion, with same-day contact yielding far higher scheduling rates than contact three to five days.
Do patients need to opt in? How does TCPA consent work for healthcare texting?
Under the TCPA's healthcare treatment exemption, a patient who provides their mobile number as part of the care relationship is generally considered to have given prior express consent for treatment-related texts - such as referral and scheduling outreach (this is a lower bar than the written consent required for marketing). Every message includes simple opt-out language like "Reply STOP to opt out," and Dialog Health tracks opt-ins and opt-outs at the patient level. Confirm specifics with your compliance team.
Is it HIPAA compliant, and what can we say in a referral text?
Yes. From hosting and storage through processing and transmission, the platform adheres to HIPAA, SSAE, TCPA, CTIA, and SOC II standards. Follow the "minimum necessary" rule: include your practice name, the patient's first name, a note that a referral was received, a number to call or a scheduling link, and opt-out instructions - never a diagnosis, procedure, or clinical detail in the message itself.
How does it fit with our EHR, PM, and existing referral workflow?
Dialog Health is integration-agnostic and built to enhance the technology you already use, with integrations including Epic, Cerner, Greenway, ModMed, NextGen, Meditech, and Athenahealth, plus support for CSV, HL7, XML, and JSON via UI, sFTP, or Web API. It works alongside your referral workflow as the outreach and engagement layer - not a replacement for your referral order or EHR.
What if a patient doesn't respond?
Build automated follow-up sequences that re-text non-responders on a cadence you set, and escalate to staff when a human needs to step in. Because you can see exactly who hasn't engaged, no referred patient gets forgotten - and your team spends time only where it's needed.
Can patients reply and have a real conversation?
Yes. It's true two-way texting. Patients reply straight from their phone's native messaging app - no app to download. Automated flow responses handle common replies (YES / Y / OK, reschedule requests, questions), and your staff can pick up any conversation live when a personal answer is needed.
How do we measure results?
AnalyticsPRO delivers real-time delivery and read receipts, reply and opt-out data, reach reports, and DH Links click tracking - all exportable. You can measure reach, response, and scheduled-appointment impact, compare campaigns, and show leadership referral ROI in hard numbers.
How much staff time does it save?
A lot. Manual referral outreach can take 25–30 minutes of active work per referral across multiple call attempts and voicemails. Texting replaces most of that dialing and messaging - the case-study department eliminated hours of manual outreach while reaching 97% of patients. Results vary by facility and usage.
How long does implementation take, and how much training is needed?
It's fast. Dialog Health is cloud-based - no hardware to buy and no app to download - and runs on the computers, laptops, and tablets you already have. The self-service console uses best-practice healthcare templates, so teams build referral workflows without coding, backed by a client success team that guides setup and go-live. Most teams are up and running quickly.
Does it work for multi-location systems and multiple service lines?
Yes. The platform scales from a single practice to enterprise health systems, with list segmentation, dynamic tags, and templates tailored to each department, service line, or location - so cardiology, GI, imaging, and behavioral health can each run their own referral outreach from one platform.
Can it send in other languages?
Yes. The built-in AI Translator supports 100+ languages with medical-terminology-aware translation. Staff compose in English and the platform translates automatically - no extra app for patients - so language is never the reason a referral goes unbooked.
Can it also confirm, remind, and follow up so referred patients actually show?
Yes. Beyond first contact, the same platform sends confirmations, reminders, pre-appointment prep, and post-visit follow-up - protecting the booked referral all the way to a completed visit and helping reduce no-shows and no-gos.
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