How Sanitas Transformed Referral Management at Scale with Equipo

As a high-performing, multi-state organization Sanitas wasn’t struggling due to inefficiency it was outgrowing the limitations of legacy systems.

Sanitas Medical Center, a multinational care provider serving diverse populations across Florida, New Jersey, Tennessee, and New York, was feeling the weight of an outdated referral workflow. Their teams were managing tens of thousands of patient referrals monthly, often through fax machines, manual tracking, and disconnected systems. It was clear that the status quo was slowing down access to care—and putting unnecessary strain on staff and patients alike.

That’s when Sanitas partnered with Equipo, a trusted health-tech innovator with deep roots in care coordination. What followed was the rollout of a powerful Referral Management System—a platform designed not just to digitize the process, but to make it intelligent, scalable, and patient-centered. They needed a solution that didn’t just plug into their systems but transformed how they deliver timely, coordinated care across all our centers. Equipo became that partner.

Challenges in a High-Volume Environment

As a high-performing, multi-state organization Sanitas wasn’t struggling due to inefficiency—it was outgrowing the limitations of legacy systems.

Despite having experienced teams and well-defined processes, the sheer volume and complexity of referrals—combined with fragmented technology—created unavoidable friction:

• Communication between referring and receiving providers was disjointed, slowing down coordination and leading to duplicative outreach.
• Follow-ups were delayed, because the systems couldn’t keep pace with demand.
• Referral faxes often sat in inboxes, unconfirmed or lost in manual tracking systems simply not built for scale.
• Patients were left in the dark on the status of their referrals, adding stress and contributing to no-shows.

These were the signs that Sanitas was ready for the next level of infrastructure—one that matched their mission, volume, and vision for care excellence.

The Equipo Solution

Equipo’s Referral Management Platform became the game changer by introducing:

• A centralized referral hub that consolidated all referral data into a secure, accessible interface.
• Automated workflows to route referrals to the appropriate provider or specialist—based on priority, location, and availability.
• eFax-to-eOrder conversion, allowing legacy faxes to become digital, trackable orders without disrupting the flow.
• Secure in-platform messaging, speeding up coordination between teams and reducing phone calls and backlogs.
• Real-time referral status tracking, so patients and staff are always in the loop—reducing no-shows and improving experience.

Smarter Referrals. Faster Care.

With HL7 EHR integration and AI-powered automation, Equipo enabled Sanitas to:

• Process high volumes of referrals daily, without overloading staff.
• Auto-match referrals to top-rated providers using built-in provider scoring algorithms.
• Auto-assign referrals based on customizable routing rules (by specialty, payor, locality, availability).
• Analyze specialist notes and progress reports through an AI engine—giving insights into referral outcomes and closing the feedback loop.
• Run advanced referral analytics, tracking performance, turnaround times, bottlenecks, and care completion rates—all in one dashboard.

“We no longer have to guess where a referral is or who’s handling it. Everyone—from our front desk to the specialist—is on the same page.” — Sanitas Referral Coordinator

Real Results That Matter

Sanitas’ strategic partnership with Equipo is more than a tech upgrade—it’s a care transformation.

Key Outcomes:

• 42% reduction in referral turnaround time
• 31% increase in referral completion rates
• 22% reduction in No Shows
• Significant improvement in care coordination across specialties

Empowering Patients, Advancing Equity

Beyond streamlining workflows, Equipo’s platform made significant strides in patient engagement and health equity. Sanitas leveraged the system’s patient-centered features to improve communication and transparency. Patients began receiving timely updates about appointments, referral status, and healthcare next steps.

Additionally, by incorporating demographic data—such as race, ethnicity, and sexual orientation—the platform enabled Sanitas to deliver more culturally competent care and identify disparities in access or outcomes. This inclusive approach is helping Sanitas not only improve the quality of care but also foster equity across diverse patient populations.

Real Results at Scale

Since deployment, the impact has been substantial:

• 30,000+ Referrals Managed Monthly: Demonstrating the platform’s scalability and capacity to handle high volumes.
• Faster Referral Processing: Significant reductions in time from referral to appointment.
• Error Reduction: Automated workflows have minimized miscommunication and referral mishandling.
• 10+ Hours Saved Weekly: For care coordinators previously burdened with manual referral reviews.

Looking Forward: A New Standard in Referral Management

Sanitas’ experience with Equipo sets a benchmark for healthcare systems seeking to modernize their referral processes. With a focus on scalability, user-friendliness, and interoperability with existing EHRs, Equipo’s platform proves that true innovation lies in amplifying existing tools—not replacing them.

As the healthcare industry continues to evolve, solutions like Equipo’s Referral Management System will play a pivotal role in bridging operational gaps, supporting frontline staff, and most importantly, ensuring that patients receive timely, coordinated, and equitable care.