Stop the re-fax: Simplifying referral management across disconnected systems

Fax-based referrals frequently cross disconnected hospitals, specialists and community EMRs. Referrals may be duplicated, forwarded, rejected or re-faxed, creating administrative work and limited visibility into referral status.

This session examines an early pilot combining localized AI-assisted workflow automation with a community shared, privacy-conscious referral dashboard. Rather than replacing existing systems, the approach works alongside current fax and EMR workflows to help identify bottlenecks, organize requests and improve referral visibility and coordination.

Participants will explore where referral workflows commonly break down, lessons from the pilot, and practical ways similar workflow improvements can be tested and measured in their own environments.

Learning Objectives

By the end of this session, participants will be able to:

• Identify opportunities to use localized AI-assisted tools to reduce repetitive administrative work in fax-based referral workflows.
• Describe how workflow automation and shared referral tracking can improve visibility and coordination across disconnected systems.
• Apply simple measures to evaluate referral workflow improvements, including duplicate handling, follow-up workload and referral turnaround time.

Presented by:

• Sean Kerklaan, Healthcare Automation & Technology Specialist Smart Clinic Systems

Presenter Bios:

Sean Kerklaan

Sean Kerklaan is an Ontario-based digital health consultant specializing in the optimization of community-based clinical workflows through the applied use of certified EMRs and integrated digital health technologies. He works closely with physicians, specialists, and clinic teams to reduce administrative burden, improve information flow, and support timely access to care. Through Smart Clinic Systems, Sean has led the design and pilot of a faxless, collaborative referral workflow in a community pediatric setting, focused on streamlining intake, improving referral triage, and achieving measurable time savings for clinicians and staff. His work emphasizes pragmatic implementation, minimal workflow disruption, and alignment with real-world practice environments.

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