01
Inbound referral capture.
Dedicated referral phone line + fax + electronic referral inbox (Direct / CCDA / EHR integration). Every referral captured in under 15 minutes.
Referral management
Referral management so warm handoffs stay warm.
Managed referral team capturing inbound physician referrals, chasing clinical documentation, scheduling specialty consults, and closing the loop with referring physicians. For surgical practices, specialty groups, hospital systems, and DSOs.
Recognized by Clutch
Top 2025 awards for Customer Support, Virtual Assistants, and E-commerce Call Centers
Why HelpSquad for referral management
Warm referrals die in the handoff. We protect them.
Four reasons surgical, specialty, and hospital groups outsource referral management.
01
Inbound referrals, captured fast.
Referral lines answered in under 2 rings. Referring-physician context captured, patient contact info verified, scheduling started immediately.
02
Clinical documentation, chased.
Missing notes, imaging, prior labs - chased from referring offices proactively so the specialty visit starts with complete information.
03
Consult scheduled end-to-end.
Insurance verified, prior auth flagged, first consult booked - while the referring physician's office is still on the line or in the same day.
04
Loop closed with the referring physician.
Consult notes, treatment plan, and follow-up schedule sent back to the referring physician. Relationship stays warm, future referrals keep coming.
How we show up
Six lanes of referral management.
Start with one lane; we expand as the engagement earns its keep.
02
Clinical documentation chasing.
Notes, imaging, labs, prior surgical reports - pulled from referring offices. Often where warm referrals die. We don't let them.
03
Insurance verification.
Eligibility, benefits, prior-auth flags, in-network status - verified within 24 hours of referral capture. Roadblocks surfaced before the consult.
04
Consult scheduling.
First-consult slot offered while the referring physician's office is still engaged. Soonest-available logic tuned to clinical urgency.
05
Loop closure to referring physician.
Consult notes, diagnosis, treatment plan, and follow-up timing sent back to the referring physician via the method they prefer (Direct message, fax, EHR, portal).
06
Referring-physician relationship reporting.
Monthly reporting on referral volume by referring physician, conversion rate, and patterns so your outreach team can prioritize relationship investment.
10-Year HelpSquad Client
HelpSquad feels like part of our practice - not an outsourced team.
Dr. Maria Rhode, DMD
Owner · Imagine Advanced Dental Arts
Lawrenceville, NJ
Client since 2016
Lawrenceville, NJ
Client since 2016
Tools we work in
Trained on your referral stack.
We meet you in the tools you already use. Custom tool training built into onboarding.
Epic ReferralsCernerAthena ReferralseClinicalWorksNextGenReferralMDDirect MessagingCCDATebraDrChronoSalesforce Health CloudHealthShare Referrals+ custom tools
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees. No surprise minimums. No bait-and-switch. You only pay for hours worked.
$8-$12/hour.
That's it. That's the whole range.
That's it. That's the whole range.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office
$ 8-10
per hour · billing, claims, data entry
- Insurance verification
- Medical billing & AR
- Claims processing & appeals
- Pre-qualified candidates
- HIPAA BAA included
Most popular
Patient Facing
$ 11-12
per hour · scheduling, calls, intake
- Front desk & scheduling
- Clinical / specialty experience
- Candidate interviews included
- EHR-specific recruiting
- Virtual desktop + BAA
Managed Team
Custom
team lead + multiple VAs + QA
- Full managed service
- Workforce management & QA
- Monthly analytics reporting
- Ideal for 3+ seats or 24/7
- US-based operations lead
Ready to get started?
Referrals are your best funnel. We protect every one.
Referral management is the highest-leverage function for surgical and specialty practices. Book a consultation and we'll scope a referral team for your specialty and volume.
In their words
What clients say about working with us.
H.E.R. Accessories
Having a real person is what we were looking for. HelpSquad has provided a good business model and support over the past 3 years.
Mason Bottle
The price is excellent for the quality of the service. Agents and coaches learn quickly and give customers an authentic experience with our brand.
VELLO
Within the first 3 months we expanded our hours of active guest communication by about 25% and delivered approximately 33% labor cost savings.
MultiSoft Corporation
They handle all of our live support 24x7x365. Awesome customer service.
Kofile Technologies
Professionals who have always proven themselves trustworthy and beneficial to our support staff.
N.J. Hair Center
It's like having someone there 24/7 to answer questions.
Simple Agency
Agents learn how to answer the top questions prospects ask, custom to YOUR business.
Spark Orthodontics
Good communication between company and customer.
Frequently asked
Answers before you ask.
Which specialties need this most?
Surgical practices, orthopedic, cardiology, ENT, GI, ophthalmology, oncology, mental health, pain management, and multi-specialty groups. Any practice built on inbound referrals.
How fast do you capture referrals?
Under 15 minutes from phone or fax receipt. Electronic (Direct / CCDA / EHR-integrated) referrals captured in real time.
How do you close the loop?
Consult notes, diagnosis, treatment plan, and follow-up sent back via the referring physician's preferred channel (Direct, fax, EHR, portal). Tracked so nothing slips.
Do you work with hospital referrals?
Yes. Inter-facility transfers, specialty consult requests, and discharge referrals all in scope. Hospital-grade compliance and documentation.
How much does referral management cost?
$11-12/hour for patient-facing referral coordinator work. See full pricing →
Can you integrate with our EHR for electronic referrals?
Yes. Epic Referrals, Athena, Cerner, eClinicalWorks, NextGen, and Direct messaging inboxes all integrated. Electronic referrals preferred over fax for speed and accuracy.
What ROI should we expect?
Typical lift: 15-30% referral-to-consult conversion improvement in 90 days. Referring physicians notice the tighter loop and send more.
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
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Ready to scale referral management?
Let's build the squad your practice needs.
A 30-minute call. We'll scope the work, pre-qualify candidates, and give you a realistic go-live timeline.
877-775-3667 · info@helpsquad.com · Hatboro, PA