Healthcare
Patient, provider and referral coordination for healthcare
Kinetic lets health systems build the portals and workflows that move referrals, provider credentialing and patient requests across Epic, scheduling, payer and finance systems. Epic stays the clinical record while Kinetic coordinates the work around it, with one status that patients, referring practices and staff can all see.
Emory Healthcare saved $1.08M in its first year on Kinetic and eliminated 60,000 status calls. See healthcare results
Referrals leak in the gaps between systems
Epic holds the chart. A referral also needs a slot in the scheduling system, sometimes a payer decision, and an answer back to the practice that sent it, and between those systems the work runs on fax, phone and spreadsheets.
Departments respond by buying point apps. Each one keeps another copy of the patient.
- Patients
- Wait for a call that doesn't come. Some book elsewhere.
- Referring practices
- Never hear whether the referral was scheduled.
- Referral coordinators
- Work between the fax queue, Epic, scheduling and three payer portals.
- Medical staff office
- Track licenses and privileges for hundreds of providers in a spreadsheet.
Flagship use case
A cardiology referral, fax to confirmed appointment
This is the referral flow from our reference architecture, not a single customer's deployment, traced from the moment a fax arrives to the moment the referring practice sees a date. A coordinator makes every booking decision.
Example: a cardiology referral from a community practice
- Step 1 Experience layer
Every referral starts as one record
Community practices submit through a referral portal. Faxed referrals land in the same queue, so the coordinator sees one list.
- Step 2 Workflow layer
AI reads the packet
AI pulls the patient, the reason for referral and the insurance from the attachments. The notes mention an echocardiogram, but the report isn't attached, so AI flags it.
AI step
- Step 3 Integration layer
Epic, the schedule and the payer are checked
Kinetic matches the patient in Epic, finds open new-patient slots with a cardiologist and checks whether the plan needs prior authorization.
- Step 4 Workflow layer
The coordinator books it
The coordinator reads the summary, picks the slot and submits the authorization. Nothing is booked or sent until they do.
Person approves
- Step 5 Integration layer
Status goes back to the record
The appointment and referral status are written to Epic, and the authorization lands in the revenue cycle team's queue.
- Step 6 Experience layer
The loop closes
The patient gets a confirmation. The referring practice sees “Scheduled” in the portal without phoning anyone.
What AI does here
- Extracts patient, order and insurance details from referral packets.
- Flags missing clinical notes and likely authorization requirements.
- Summarizes the referral, so the coordinator reads one paragraph instead of the whole packet.
What AI does not do here
- Make clinical decisions or triage patients clinically.
- Book appointments or send authorizations on its own.
- Keep a second copy of the chart. Epic stays the source of truth.
What health systems have built on Kinetic
Most started with IT service and onboarding, where the systems are many and the requests never stop.
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Emory Healthcare
$1.08M saved in the first year
Hundreds of forms and workflows across IT and operations run on Kinetic. Forms load 30–50% faster, catalog submission is 50% faster, 80% of onboarding is automated and 60,000 status calls are gone. Emory's staff manage and extend the workflows themselves.
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Encompass Health
95% less manual IT effort
A national post-acute provider on Kinetic since 2009. Consolidated workflows, automated approvals and self-service that internal teams extend have automated 80% of onboarding and saved over $1M in the first year.
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CareTech Solutions
$4.7M in productivity savings a year
A healthcare IT services provider supporting 200+ hospitals and 400,000 end users. Its service request portal on Kinetic handles 250,000+ requests a year with the same workflows across the hospital network.
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Hartford HealthCare
An Epic rollout without temporary support staff
During an Epic implementation across a health system of 20,000+ employees, Kinetic was the self-service portal for IT support. Service desk calls fell, fulfillment ran automatically, and no temporary support staff were needed.
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NYU Langone Health
A tech bar across multiple locations
Kinetic runs the tech bar program. Scheduled and walk-in visits create tickets in Ivanti automatically, staff see the queue, and IT tracks appointments and wait times as they happen.
Other healthcare workflows
Each one reuses something the referral build already put in place.
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Provider credentialing and privileging
Licenses, board certifications and privileges, with expiration alerts and credentials committee review.
Credentialing example -
Patient intake forms
Forms that pre-fill from the record and route on submit.
Connected forms -
Clinician and staff onboarding
Accounts, badge and training ready before a new nurse's first shift, and access removed on the last day.
Employee onboarding -
Clinical system access
Role-based Epic access approved by the right manager and recertified on a schedule.
Access request automation -
Patient safety event reporting
Near misses and adverse events, through investigation and corrective action.
Patient safety example -
IT support during an Epic rollout
One self-service portal for access, devices and EHR support while the go-live team is stretched.
Service request management -
Tech bar and walk-in support
Appointments, walk-in queues and tickets created in your ITSM tool, with wait times visible to IT.
IT service catalog -
Facilities and biomed requests
Biomed and maintenance requests, sent to the owning team.
Facilities management
Protected health information stays under your control
You decide where Kinetic runs and who sees what. We describe the controls Kinetic provides, and your security and privacy teams make the compliance call, as they would for any system that touches the chart.
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Hosted or in your environment
Kinetic's hosted cloud, or your own environment when policy keeps protected health information there.
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Access by role
Each role sees only what it should. Staff sign in through SAML or OIDC, including Entra ID and Okta.
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A record of every step
Every referral records who submitted, reviewed, approved and changed what. Auditors can read it.
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No HIPAA certification claims
No official HIPAA certification exists for software. Your security team reviews our controls against your program, and we help.
Reference architecture
Referral coordination on Epic, as we would build it
The referral flow above is a design, not a customer deployment, so here it is in full: the tiers behind the referral flow and the credentialing example, which you can hold up against your own Epic environment. Kinetic reaches each system through prebuilt connectors or APIs, including systems that run on premises, and nothing is migrated out of Epic. How the integration layer connects
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Experience layer
Front doors
- Referral portal for outside practices
- Coordinator work queue
- Patient confirmations
- Access dashboard for leadership
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Workflow layer
The shared referral
- One referral record, portal or fax
- Routing by specialty and payer rules
- Coordinator approval and escalation
- AI extraction and summaries
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Integration layer
Systems of record
- Epic and other EHRs
- Scheduling and patient access
- Payer authorization portals
- Revenue cycle, credentialing and HR
In development Native support for agents picking referrals up from the coordinator queue, and handing them back, is in development. Today an agent can create a referral or start its workflow through MCP or the API, within its account's permissions.
What you can build next
The referral build leaves you with an Epic connection, a coordinator workspace and a portal outside practices already use. These three start from there.
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Provider credentialing
The coordinator queue and document checks carry over to licenses, privileges and reappointment.
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Clinician onboarding
Add the HR and identity connections, and new clinicians start with their Epic access ready.
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Data to action for referral leakage
When the warehouse shows referrals going out of network, open a routed follow-up for the service line.
Frequently asked questions
Answered by Kinetic Data. Last updated .
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Does Kinetic replace Epic or our other EHR?
No. Epic stays the clinical record, and Kinetic doesn't customize it. Kinetic coordinates the work between Epic and the scheduling, credentialing and finance systems around it.
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How does Kinetic connect to Epic?
Through the APIs and interfaces your Epic team already supports. We confirm the integration approach with your Epic team during the working session.
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Is Kinetic HIPAA compliant?
No official HIPAA certification exists for software. Kinetic provides the controls a HIPAA program relies on: role-based access, a history of every step, and a customer-managed deployment option.
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What does AI do in referral coordination, and which models can we use?
AI extracts details from referral packets, flags gaps and writes a summary. The coordinator books the slot. Kinetic doesn't include a model; health systems connect Claude, Amazon Bedrock, Azure OpenAI or a self-hosted model.
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Do you have healthcare customer results?
Yes. Emory Healthcare saved $1.08M in its first year, Encompass Health cut manual IT effort by 95%, and CareTech Solutions reports $4.7M a year in productivity savings across 200+ hospitals. Hartford HealthCare and NYU Langone Health also run on Kinetic. The referral flow on this page is a reference design.
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Can we start with one department?
Yes. Most health systems start with one referral type or one service line. The second one reuses the portal, the coordinator queue and the Epic connection.
Bring one referral queue to a working session.
Two hours, free. We map one referral or credentialing process across Epic and the systems around it, and you leave with a written plan to build it.