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Referral status transitions (reference)

Use this as the authoritative map of what a referral can do next and who can do it.

State diagram (text form)

Fax Queue
   ↓ (OCR auto-create OR manual convert)
New Referrals
   ↓                       ↘
Info Needed ←────→ Financial
   ↓                        ↓
Ready for Assignment  ← (IVR Approved)
   ↓
Assigned  → (creates patient record, exits Intake → Fleet Calendar)

Any column → Non-Admit (terminal, with reason)

Transition rules

From → To	Who can trigger	Validations
Fax Queue → New Referrals	intake_coordinator, admin	Fax converted to referral with required demographics
New Referrals → Info Needed	intake_coordinator	Missing-fields checklist noted in Chat
Info Needed → New Referrals	intake_coordinator	All requested fields now present
New Referrals → Financial	intake_coordinator, admin	Insurance captured
Financial → Ready for Assignment	biller, intake_coordinator	IVR status ≥ Approved
Financial → Non-Admit	admin, intake_coordinator	IVR Declined or patient out-of-network
Ready for Assignment → Assigned	clinical_manager, admin	Clinician + Facility assigned
Assigned → Non-Admit	admin	Rarely; requires supervisor note

Non-Admit reasons

• Coverage (insurance doesn't pay for wound care)
• Geography (outside our service area)
• Clinical (unsuitable candidate — e.g., unstageable with sepsis referral to ER instead)
• Patient declined
• Deceased
• Duplicate of existing patient
• Other (free-text required)