Walk into most dermatology or ophthalmology groups and you will find the same scene somewhere in the back office: a room of people with headphones on, working through a stack of inbound fax PDFs. Open the file. Read the patient name. Type it into the EHR. Look up the chart. Check the phone number. Mark it received. Start over.

It is not glamorous work — and at any meaningful scale, it is extraordinarily expensive. A practice processing 17,000 referrals per month will typically staff 8 to 10 people just to handle it. At a fully-loaded cost of roughly $60,000 per employee per year, that is $600,000 in annual labor just to move information from one place to another.

We built an AI pipeline that does all of it automatically, inside your own Azure environment, for $0.33 per referral.

The biggest operational cost in referral management is not the software. It is the eight people you hired to compensate for the absence of it.

How It Works

The Roadmap-IT AI Referral Processing Pipeline connects to your existing inbound fax folder and runs each document through Microsoft Azure AI Document Intelligence — trained on your specific referral form templates. Here is the full workflow:

1. Faxes arrive as PDFs in a monitored network folder. No manual sorting, no paper. The system detects new files and queues them instantly.
2. Azure AI extracts the data — patient name, date of birth, phone, address, referring provider, and more — with field-level confidence scores on every extraction. All processing stays inside your Azure tenant. Your PHI never leaves your network.
3. Structured data lands in the Roadmap-IT referral dashboard, filterable by location, status, and provider. Staff see a clean worklist — or at high confidence thresholds, the system processes records with zero human interaction.
4. Patient matching runs automatically against NextGen, ModMed, and other EHR systems. A 95%+ confidence match closes itself. Below that threshold, the system surfaces the best candidates for one-click confirmation.
5. Outreach fires automatically. The system triggers a scheduling text to the patient via your existing SMS platform — 5Nine, PhoneTree, Televox, and others. The original fax image routes directly to the patient chart in ModMed EMA as an attachment.

The Real Numbers

Let’s put it plainly. Here is what a 17,000-referral-per-month practice looks like before and after.

Before: 10 staff at $60,000 fully-loaded = $600,000 per year. After: 2 staff ($120,000) plus the Roadmap-IT pipeline at $0.33 per referral ($67,320/year) = roughly $187,320 total.

Net annual savings: approximately $413,000.

For context, competing per-referral vendors charge $1.00 to $2.00 per referral. At 17,000 referrals a month, that is $204,000 to $408,000 per year — just for the software. Our price is $0.33. You do the math.

Your Data Stays Yours

Every other per-referral vendor on the market runs your PHI through their infrastructure. You are paying them to hold your data. When you want to leave, the access negotiations begin.

The Roadmap-IT pipeline deploys directly inside your existing Microsoft Azure subscription. There is no third-party data custody, no SaaS lock-in, and no external vendor sitting between your practice and your patients’ information. You own the environment. We configure and maintain the pipeline.

Built on eHealthArchive — Already in Your Workflow

This solution is delivered through eHealthArchive (EHA) — the document archival and ROI outsourcing platform already running at dermatology and ophthalmology groups nationwide. If your practice uses EHA today for archival or Release of Information, the AI referral pipeline is a natural extension of what you already have.

If you are coming to it fresh, you get both: the archival platform and the AI processing pipeline, integrated from day one.

Ready to See It in Your Environment?

We deploy inside your existing Azure tenant. No SaaS subscription. No third-party data custody. Just $0.33 per referral, usage-based, scaling with your volume.

Contact us to schedule a live demonstration using your own referral data.

Website: www.roadmap-it.tech Support: support@ehealtharchive.com