Ten minutes decides whether the referral is yours.
A hospital case manager sends the same packet to four facilities and takes the first usable answer. AdmitAI reads the packet, scores it against your admission criteria, and gives your coordinator an answer to send — with the reasoning and the page it came from.
Skilled nursing intake and admission screening
The problem
The referral does not go to the best facility. It goes to the one that answers.
4
facilities get the same packet
A discharge planner sends it out once and takes the first workable answer. You are not being compared — you are being raced.
80+
pages in a referral packet
Scanned, faxed, out of order. Reading it properly takes forty minutes; the decision window is closer to ten.
Every one
that arrives at 4:50pm on a Friday
The packets that decide a weekend census are the ones nobody has time left to read.
The cost is not the referral you declined. It is the one you would have said yes to and never got to — and it leaves no trace, because a referral you lost on time looks exactly like one you never received.
How it works
Three steps, and none of them are yours
- 1
The packet arrives
By fax, email or portal. It lands in the queue with a clock running against your response target — no one has to notice it first.
- 2
It gets read
Diagnoses, medications, treatments, payer, weight-bearing status. Scanned pages are read visually, not guessed at from a filename.
- 3
You get an answer to send
Scored against your admission criteria, with the reasoning and the page each fact came from — and the contribution margin beside the button.
What a coordinator actually gets
The packet, read
An eighty-page fax, scanned or not, comes back as diagnoses, medications, treatments, insurance and logistics — each with the page it was found on, so a nurse can check it rather than trust it.
Your criteria, not ours
Accept, review or decline is scored against the rules your building actually uses. Write them in plain English; a hard stop stays a hard stop no matter how good the rest of the packet looks.
A clock that means something
Every referral carries a countdown to your response target, and the ones about to breach it say so — on the screen and on a phone in a hallway.
The money, before you answer
A PDPM per-diem estimate, drug cost across the stay, and contribution margin per day — on the queue, next to the clinical call, not discovered at month end.
Authorization that does not lapse
Days approved, when the next review is due, and where the patient sits in the 100-day Part A benefit — including the day coinsurance of $209.50 starts (CY2025).
The admission, finished
A checklist per admission that ticks itself where the system already knows, and says out loud when a patient has been in a bed for a week with no physician orders on file.
How it behaves when it does not know
This is the part that decides whether staff keep using it after the first month.
It says the packet is silent
A criterion the documentation does not answer comes back as “more information needed”, not as a pass. A thin packet reads as unknown rather than as bad.
It shows its working
Every judgment carries a quote and a page number. Disagree with one and you override it, and the override is recorded against your name.
It keeps running without the model
If the AI is unavailable the built-in extractor takes over, results are labeled as such, and intake keeps moving. A billing problem should not close your front door.
Who it is for
One building, or fifty
A single facility
One administrator, one or two coordinators
You are competing against buildings with more staff on intake than you have. The clock is the whole game, and it is the part software is actually good at.
- Every packet read the moment it lands
- The margin visible before you answer
- Nothing sits in a fax tray overnight
A multi-building group
Regional directors and a shared intake team
The same referral often fits two of your buildings. Seeing them side by side turns a decline into a transfer to the building with the bed.
- One queue across every facility
- Census and open beds per building
- Response times compared building to building
Whoever owns the census
Ownership, CFO, and anyone asked why occupancy moved
Acceptance rate, response time and projected revenue in one place, sharable as a read-only link that carries no patient information at all.
- Projected margin over the next 30 days
- Which hospitals send you what
- A quarterly report you can send out
From the floor
What changes in the first month
“We used to answer three referrals well and lose the rest to the clock. Now every packet gets read the moment it lands, and my coordinator spends her time on the two that are genuinely difficult.”
Dana Reyes
Director of Admissions · Placeholder — 96-bed SNF
“The part I did not expect was the money. Seeing contribution margin next to the yes-or-no button changed which referrals we chase, and it changed them the same week.”
Marcus Whitfield
Administrator · Placeholder — two-building group
“It tells me when the chart does not say. That is the reason my nurses trust it — it is not confidently wrong, it just says the packet is silent and shows me the page.”
Grace Okonkwo, RN
Clinical Reviewer · Placeholder — 120-bed SNF
The questions everyone asks
Do we have to change our EHR?
No. Referrals arrive by fax, email or referral portal exactly as they do now, and AdmitAI sits in front of the decision rather than inside your chart. An admission can be exported to PointClickCare when you accept it.
Does it decide for us?
No. It reads the packet, scores it against criteria you write, and recommends — every judgment carries the reasoning and the page it came from. Overriding one takes a click and is recorded with who did it and why.
What happens when the packet does not say?
It says so. A missing fact is reported as missing rather than assumed either way, which is the difference between a tool your nurses trust in month two and one they route around.
Is it HIPAA compliant?
Patient data is encrypted at rest, scoped per facility on every query, served only through authenticated routes, and every view, change and export is written to an append-only audit trail. Full compliance also requires signed agreements and your own procedures — we will walk through the checklist with you before you send a single real referral.
How long does setup take?
A building arrives with a default criteria set, the common payer list, beds and an admission checklist, then you edit them. A group of buildings can be stood up from a spreadsheet in one pass.
What does it actually know about money?
PDPM per-diem by clinical category, drug cost from published NADAC pricing, supply cost, and the Part A benefit clock — including the day coinsurance starts at $209.50 a day, which is where a profitable admission quietly stops being one.
See it read one of your own referrals.
Thirty minutes, your criteria, a packet you have already decided on — so you can check its answer against the one you know is right. A single facility can be live the same day, and when the rest of the group follows, the first building keeps every referral, decision and audit record it already had.