Knows your practice
Rosa knows your practice, your providers, and your schedule inside out.
Lives inside your EMR
Rosa, Your AI Referral Coordinator
Rosa is an AI referral coordinator that lives inside Tebra. She catches every incoming referral, reaches out to the patient by voice, text, and email, and gets them on the schedule before they fall through the cracks.
Works inside your existing Tebra account. No new system for your staff to learn.
Product Demo
See Rosa in action
Watch a short demo of how Rosa follows up on new referrals and books patients before they get missed.
Your Referrals Are Booked Before Anyone Picks Up the Phone
Catches every referral
She catches every new referral the moment it lands in Tebra.
Multi-channel outreach
She reaches out by voice, text, and email until the patient responds.
Closes the loop
She closes the loop with the referring provider, automatically.
Most practices do not lose referrals. They lose the follow-up.
A referral arrives. Someone has to notice it, call the patient, leave a voicemail, remember to try again tomorrow, then update the referring office. Between check-ins, phone calls, and a full waiting room, that chain breaks quietly and nobody notices until the referral is 30 days old.
Rosa picks up the chain the second the referral lands and does not put it down.
See how Rosa handles a referralOnboarding
Simple setup, on purpose
Onboarding Rosa takes a working session, not a project plan. She reads what your practice already uses instead of asking you to rebuild it.
What Rosa Does
Your always-on referral coordinator
Rosa is the teammate who handles the entire path from referral received to appointment scheduled. She works the queue continuously so no referral sits waiting for someone to have a free minute.
Monitor the Tebra referral queue
Catches every new referral the moment it appears, day or night.
Reach out within minutes, not days
Contacts the patient while the referral is still fresh and the provider visit is still top of mind.
Run a voice, text, and email cascade
Starts with a call, follows with a text, backs it up with email. One channel is never the whole strategy.
Keep trying without nagging
Follows a set attempt schedule with sensible gaps, then hands off to staff when it is time.
Book directly into the calendar
Offers real open slots and writes the appointment straight into Tebra.
Collect intake details upfront
Gathers what your front desk would have asked for anyway, before the patient arrives.
Send closed-loop updates to the referring provider
The referring office learns the patient was scheduled without anyone having to fax, call, or chase.
Flag the referrals that need a human
Complex cases, unclear orders, and hesitant patients get routed to your coordinator with full context.
Handle rescheduling and no-show recovery
A missed appointment gets a new outreach cycle instead of a note in someone's inbox.
Confirm ahead of the visit
Reminds the patient, confirms the slot, and updates the schedule if plans change.
Work after hours and weekends
Friday evening referrals get contacted before Monday, not after it.
Report what actually happened
Shows how many referrals came in, how many were reached, how many were scheduled, and how long each step took.
Benefits
Rosa turns referral handling into a repeatable workflow that holds up on your busiest days.
No referral goes cold
Every referral gets contacted on a schedule, not whenever someone remembers.
Your coordinator stops chasing
Staff step in for the conversations that need judgment, not for the fifth voicemail.
Referring providers keep sending
Closed-loop updates make your practice the easy one to refer to.
Your schedule fills faster
Faster outreach means shorter time from referral to first visit.
Your referral pipeline, on easy mode.
We just got a PT referral from Dr. Patel. Can you take it?
On it. I found the referral in Tebra, checked open slots with Dr. Chen, and started outreach.
- Tebra queue synced
- Patient text sent
- Voice attempt scheduled
- Referring office update queued
Ask Rosa about a referral…
Practice memory
Rosa remembers how your practice works
Rosa keeps your referral context in one place, so your process does not live in one coordinator's head.
See what Rosa learns about your practiceAlways current
Your scripts, provider preferences, and scheduling rules live with Rosa, so she never forgets how your practice operates.
Context that compounds
Every referral she works teaches her which openings, timings, and phrasing get patients to answer.
One source of truth
When you refine an intake script or change a scheduling rule, it applies to every referral from that moment on.
Security
Patient data, handled the way it should be
Rosa is built to meet the privacy standards allied health practices are already held to.
HIPAA aligned
Protected health information is handled under HIPAA safeguards at every step, from the Tebra connection to the patient conversation.
Encrypted in transit and at rest
Every referral, message, and recording is encrypted. Access is limited to your practice.
Your data stays yours
Your patient data belongs to your practice. Export it or delete it at any time.
Why practices like Rosa
Why coordinators actually keep her
She is persistent, not pushy
Rosa follows a set attempt cadence with real gaps between tries, so patients feel followed up with instead of hounded.
She hands off with full context
When a coordinator steps in, they see the whole conversation history, not a lone callback note.
She works the whole channel mix
Voice, text, and email in one sequence, because the patient who ignores a call often replies to a text.
She closes the loop automatically
The referring provider gets a status update without your staff writing a single message.
She reads what you already use
Existing scripts and SOPs become her training material, so setup does not mean starting over.
She never has a busy Monday
Referral volume spikes do not change how fast she responds.
FAQs
Frequently asked questions
An AI referral coordinator is software that handles incoming patient referrals from arrival to scheduled appointment. It monitors the referral queue, contacts patients by phone, text, and email, books the appointment, and updates the referring provider. Rosa is an AI referral coordinator built for allied health practices running on Tebra.
Rosa connects directly to your Tebra account and monitors the referral queue in real time. She reads incoming referrals, checks provider availability, books appointments into the live schedule, and updates referral status as it changes. Your staff keeps working in Tebra exactly as they do now.
Rosa reaches out within minutes of a referral appearing in Tebra, including evenings and weekends. Speed matters because patients are most likely to answer while the referring provider visit is still recent. Practices that respond within the first hour schedule noticeably more referrals than those that wait a day.
Rosa runs a cascade across voice, text, and email over several days rather than relying on one channel. Each attempt is spaced to feel like follow-up instead of pressure. If the patient still does not respond after the full cycle, Rosa flags the referral for your coordinator with the full contact history attached.
No. Rosa handles the repetitive outreach and scheduling work that keeps staff on the phone instead of with patients. Complex cases, unclear orders, and patients who need a real conversation are routed to your team with full context. Your staff does the judgment work. Rosa does the chasing.
Rosa is built to handle protected health information under HIPAA safeguards. Patient data is encrypted in transit and at rest, access is limited to your practice, and your data remains your property. You can export or delete it at any time. A signed business associate agreement is available on request.
Rosa is built for allied health practices running on Tebra, including physical therapy, occupational therapy, speech therapy, and chiropractic clinics. She is designed around the referral workflows those practices use, not adapted from a tool built for hospitals or general medical groups.
Most practices are live within a week. Setup involves connecting Tebra, uploading your existing intake scripts and referral SOPs, and setting outreach rules. Rosa reads what you already use instead of requiring a rebuild. Your first week is spent reviewing her outreach before she runs on her own.
Every referral, contacted. Every patient, scheduled.
Rosa works the referral queue so your coordinator can work with patients.
Book a demoGet Started
See Rosa in action
Tell us about your referral volume and we'll show you how Rosa fits your Tebra workflow.
- Lives inside your EMR
- Referral coordinators
- Referral Outreach & Scheduling Assistant