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Referring-physician relationship management

Secure Your Referral Pipelines. Protect High-Margin Care.

Affia Care automates closed-loop physician correspondence, keeping independent community doctors engaged and protecting vital elective surgery revenue. It catches referring doctors who are drifting away while there's still time to win them back, and shows leadership the revenue that protects.

See a sample leakage audit
No patient data required No EHR integration Surgeon approves every letter
This week's alertsExample
Dr. Robert KimSchuylkill Primary Care · no referral in 112 days
Lapsed
Dr. Marcus Vance1 referral in 90 days, down from 4
Slowing
Dr. Jane Smith3 thank-you letters sent this quarter
Active
Dr. Samuel OrtegaReferred again 34 days after a check-in letter
Won back

Each alert comes with a ready-to-approve check-in letter and a liaison follow-up.

Built forOrthopedicsSpineGeneral surgeryENTOphthalmologyAmbulatory surgery centersHospital service lines
Referral leakage audit

Find the referring doctors you're losing

Every pilot starts with an audit of your last 12 months of referrals: who has stopped, who is slowing down, and what it's worth each year. Here's what it looks like for a sample practice.

Included in your 60-day pilot
  • Leakage audit of every referring physician
  • Check-in letters drafted for each one at risk
  • Win-back results reported at day 30 and day 60
$2,000$25,000
Your results will appear here Export last 12 to 15 months of surgical referrals from your scheduling or billing system. One row per referral is all you need.
  • Each referring physician's volume, last 90 days against their usual pace
  • Who has stopped referring, and who is slowing down
  • Estimated margin at risk each year
How it works

Live in a day. No IT project.

  1. Step 1

    Referral triggered

    Add completed surgeries by hand or upload your weekly log. Only physician names, the procedure and the city are needed.

  2. Step 2

    AI profile enrichment

    Each letter is drafted in your surgeon's voice and tailored to the referring practice, using the details you keep on file for it.

  3. Step 3

    Guardrail review

    Automatic checks block overstated outcomes, patient identifiers and gift language. The surgeon approves every letter.

  4. Step 4

    Fax or mail delivery

    Approved letters come out on your letterhead, ready to fax or mail. Every send feeds the referrer dashboard.

For service line leaders

Proof you can take to the budget meeting

Affia Care doesn't just send letters. It shows which physicians you kept, which you won back, and what that was worth.

  • Monthly referral health reportReferrals, margin supported, win-backs and at-risk physicians, by service line, as a one-page PDF.
  • Win-back trackingWhen a lapsed physician refers again after a check-in, the recovered revenue is counted automatically.
  • Liaison workspaceAssign physicians to liaisons, log calls and office visits, and never miss a follow-up.
  • Roles and a full audit logCoordinators draft, surgeons approve, directors report, and every action is recorded.
Referral Health ReportExample
142Referrals, last 90 days
$1.7MMargin supported
$96KRecovered from 4 win-backs
Same daySurgery to letter
38Physicians who referred
6At risk now
Referrals per month, last 12 months
ROI calculator

What one lost referring doctor costs you

Set your own numbers. The two lower sliders are the assumptions that matter most, so start conservative.

Revenue protected = referrals × share at risk × share retained × margin

1,00020,000
$5,000$25,000
1%15%
5%50%
Revenue protected per year
Referrals at risk
Surgeries kept
Margin per surgery
Illustrative estimate based on your inputs.
Pricing

Pays for itself with one kept referral

Start with a 60-day pilot. For most practices, keeping a single referring physician covers a full year of Affia Care.

Founding partner offerThe first 10 practices and departments lock in today's price for two years, in exchange for a short case study.
Pilot
60 days, one practice
$495 one time
See your leakage before you commit
  • Up to 3 surgeons
  • Drift alerts and all letter types
  • Setup from your last 12 months of referrals
  • Referral leakage audit
Practice
Surgical groups and ASCs
$449 per month
Covered by one kept surgery a year
  • Up to 8 surgeons
  • Drift alerts and check-in letters
  • Letterhead PDFs, templates, guardrails
  • Coordinator and surgeon roles
Hospital departmentFor hospitals
One service line
$2,000 per month
Covered by about 2 to 3 kept surgeries a year
  • Unlimited surgeons in the service line
  • Referral health reports and win-back tracking
  • Liaison workspace and follow-ups
  • Audit log, roles and onboarding
Health system
Every service line
Custom annual contract
  • Roll-up reporting across service lines
  • Dedicated success manager
  • Security review and BAA support
  • Quarterly business reviews
Questions

What practice managers ask first

Do we have to share patient information?

No. Affia Care only uses the surgeon's and referring doctor's names, the procedure type, the practice's city and a recovery status category. Letters say "your patient" and never include names, dates of birth or record numbers.

What about HIPAA?

Affia Care is designed to work without patient information: physician names, procedure types, cities and a recovery status category. Your compliance team can review exactly what's stored before you start, and we'll work through their requirements during the pilot.

What do we need to start a pilot?

A 20-minute call and a spreadsheet of the last 12 months of referrals with the referring physician and date for each. We set everything up, and your first drift alerts and draft letters are ready within a week.

Does it connect to our EHR?

It doesn't need to. You can add cases by hand or upload a weekly spreadsheet export, so there's no IT project and you can start the same day.

What stops a letter from saying the wrong thing?

Each case has a recovery status: routine, close follow-up, or too early to say. The letter only says what that status supports. Guardrails block overstated outcomes, patient details and gift language, and nothing goes out without the surgeon's approval.

How do letters reach the referring office?

Approved letters come out as PDFs on your letterhead, ready for your fax line or the mail. Automatic fax delivery is on our roadmap.

How do you measure whether it's working?

Affia Care tracks every referring physician's volume over time. When a lapsed or slowing physician refers again after a check-in letter, it counts as a win-back, and the margin for those surgeries is added to your recovered revenue. The monthly report shows it all by service line.

Who on our team uses it?

Coordinators add cases and draft letters, surgeons approve them, liaisons log calls and visits, and directors see the reports. Every action is recorded in an audit log.

How is this different from a hospital CRM?

Hospital physician-relationship tools are built for large liaison teams and take months to roll out. Affia Care is built around one job, keeping referring physicians engaged. It sets up in a day, needs no EHR integration, and shows the revenue it protects.

60-day pilot

See which referring physicians you're losing

Send us your last 12 months of referrals as a spreadsheet. Within a week you'll see who is active, who is slowing down and who has stopped, with check-in letters ready for your surgeons to approve.

  • A 20-minute call to understand your practice
  • Setup done for you, with no patient data
  • A referral health report at day 30 and day 60

Book a 20-minute demo

Founding partner pricing for the first 10 customers

We only ask for work contact details. No patient information.

See who you're losing