Simplify Your Referral Paperwork: Pay Per Referral, No Monthly Subscription

Once a clinician approves the referral, your team still needs to prepare it, send it to the right office and follow up on delivery.

Referral coordinators may move between clinical records, contact lists and fax confirmations. FaxSeal brings letter preparation, destination review and fax delivery status into one browser workflow. The receiving specialist uses their existing fax service; no FaxSeal account is needed on their side.

What changes in the referral paperwork

Start with the referral your clinician has approved

1. Enter the referral details. Open Send Referral and provide the clinician, patient, receiving specialist and reason for referral. You can begin directly; an incoming fax or new receiving number is not required.
2. Choose and verify the specialist. Reuse a saved provider or search the CMS NPI Registry, then confirm the intended referral fax line with the receiving office.
3. Review the PDF and exact cost. Check the generated letter, destination and total charge. Sign the sender attestation and confirm sending. Clinical approval remains the referring clinician's responsibility.
4. Follow delivery. Keep the delivery confirmation and review sent referrals in your account. Fax delivery does not confirm that the office has reviewed the referral or scheduled the patient.

For the field-by-field walkthrough, read How to Send a Specialist Referral by Fax.

Pay per referral, with the total shown before sending

You can prepare and review the referral before funding the send. If you need credits, open credit purchases in a separate tab and refresh the balance when you return; your entered details stay in place. A welcome credit contributes toward the cost but is not a promise of a free referral.

Optional: reduce retyping with AI Fax Intake

If your office also receives referral documents through a supported FaxSeal receiving-number setup, AI Fax Intake can extract available fields for staff review. Staff check and correct the extracted information against the original document before opening a pre-filled referral.

Prefill is a starting point, not a complete or clinically approved referral. Review missing fields, the receiving specialist and the fax destination before preparing the outgoing document. Extraction does not send the referral automatically.

This is an optional receiving workflow. Receiving-number plans and applicable intake or processing charges are separate from Send Referral's fax delivery and form service fee. Review their current terms before enabling them. You do not need AI intake to use the direct referral form.

For approved receiving workflows, choose the Referral template in Fax Number Settings. Confirm the applicable agreement and environment requirements before processing patient information.

See it in under a minute

This demonstration shows the direct referral form, PDF/cost review and confirmation with fictitious patient details. It does not demonstrate AI intake. Submission is simulated; no fax is transmitted.

Automation that keeps your team in control

• Nothing sends on its own. Extracted fields are reviewed and approved, and every referral is confirmed by a named staff member.
• Review the charge first. The exact sending total appears before confirmation. Send Referral has no monthly tool subscription; optional receiving services have separate terms.
• The specialist changes nothing. They receive a clear referral letter on the fax line they already use.
• It works where your staff are. The full workflow runs in a desktop or phone browser — no software to install, no EHR integration required to start.
• The boundaries stay clear. Sending a referral does not create a clinical order, payer authorization or appointment. Start prior authorization separately when the plan requires it.

Who gets the most out of it

• Primary care and urgent care offices sending specialist referrals every week
• Physical therapy, chiropractic, behavioral health and dental practices that refer out and receive referrals in
• Care coordinators and practice managers who need a delivery record and a history of sent referrals

Missing a PCP referral instead?

Send Referral transmits an existing clinician-approved referral to a specialist. Request PCP Referral is a separate office workspace for asking a PCP to supply a missing referral, assigning follow-up work and manually attaching replies. It requires office approval and live sending availability. Neither workflow automatically establishes payer authorization or readiness to schedule.

Before using the service with protected health information, review the agreement requirements and retention and privacy policy. Fax is a HIPAA-permitted transmission method when used with appropriate safeguards; your organization decides whether its overall workflow meets its compliance requirements.