What is Complete Intake?

Complete Intake is a comprehensive referral and healthcare Patient Communications system that serves as the nervous system for referral management and care coordination. The platform combines AI-powered referral management with robust communication tools, providing centralized coordination for healthcare organizations including home health agencies, hospitals, and skilled nursing facilities.

Our enterprise-ready multi-organization platform features advanced security, automated email processing, and AI-powered quality assurance designed for healthcare at scale.

Our Product Suite

Additional Key Features

Creating Your Account

To get started with Complete Intake:

1. Visit the Sign Up page.
2. Enter your organization information and create login credentials.
3. Select your organization type from the available options.
4. Choose your subscription plan and enter payment information.
5. Review and agree to the Service Agreement and BAA.
6. Verify your email address using the verification code sent to your inbox.

Viewing Referrals

To view your referrals:

1. Access the Referrals table on the dashboard.
2. Click on any referral to see its details.
3. Use filters and search to find specific referrals.

Referral Details Page

The referral details page includes:

Managing Referral Actions

To take action on a referral:

1. Open the referral details page.
2. Use the action buttons in the header.
3. Add comments if needed when taking actions.

Exporting Referral Data

With ProCare tier or higher, you can export referral data in PDF format:

• Summary exports in PDF format.
• Validation results exports in PDF format.
• Full referral data exports in PDF format.

Referral Status Types

Referrals can have the following statuses:

Main Components

Navigation

The main navigation menu provides access to:

Status Icons and Colors

Referrals are color-coded by status:

Quick Actions

From the dashboard, you can quickly:

• Upload new referral documents.
• Accept or reject referrals.
• Request additional information for referrals.
• View AI-generated summaries.
• Access validation results and clinical criteria matches.
• Verify insurance information.
• Export referral data in PDF format.
• Manage referral coordinators. Admin users only.

Uploading Documents

To upload referral documents:

1. From the dashboard, click the Upload Documents button.
2. Select one or more documents to upload, or drag and drop files.
3. Wait for the documents to upload.
4. The system will automatically create a new referral.

The Document Processing Workflow

After uploading, documents go through the following processing steps:

Document Processing Status

During processing, you'll see real-time status indicators:

Handling Large Documents

Complete Intake is optimized to handle large documents up to 25MB. When processing large files:

• Upload speed may vary based on your internet connection.
• Processing time will be longer for larger documents.
• The system uses memory optimization to handle large files efficiently.
• Progress indicators will keep you informed about the processing status.

HIPAA & PHI Protection

Advanced Privacy Safeguards

Your Role in Security

Maintaining security is a shared responsibility between Complete Intake and your organization:

• User Management: Only grant access to authorized staff within your organization.
• Regular Reviews: Monitor and remove users who no longer require access.
• Role Assignment: Ensure each user has appropriate permissions for their responsibilities.
• Password Security: Encourage strong passwords and consider enabling MFA.
• Incident Reporting: Report any security concerns immediately.

Compliance Standards

Complete Intake meets or exceeds industry security standards:

• HIPAA Compliant: Full compliance with healthcare privacy regulations.
• SOC 2 Type II: Independent security controls validation.
• Data Processing Agreements: GDPR-compliant data handling for international users.
• Regular Security Audits: Ongoing third-party security assessments.

Updating Your Profile

You can update your profile information:

• Full name.
• Email address.
• Password.
• Organization name.
• Organization type.

Managing Users

With the Enterprise plan, you can manage multiple users:

1. Go to User Management in Account Settings.
2. Add new users with the Add User button.
3. Assign roles, including Admin, Standard User, and Viewer.
4. Deactivate users when needed.
5. Manage permissions for each user.

Subscription Management

To manage your subscription:

1. Go to Subscription in Account Settings.
2. View your current plan details.
3. Upgrade or downgrade your plan.
4. Update payment information.
5. View billing history.

Available Plans

Review the available Complete Intake plans to understand which features and subscription level best fit your organization.

Billing and Payments

Manage your billing information:

• Update credit card details.
• View and download invoices.
• Set up automatic payments.
• Change billing cycle, including monthly or annual billing.

Service Agreements

View and manage your legal agreements:

1. Go to Agreements in the main navigation.
2. Review your signed Service Agreement.
3. Review your signed Business Associate Agreement, also known as the BAA.
4. Download copies for your records.