machtask.Forms, steps and handoffs for repeatable workYour consolesign in →

case file CF-02 — health intake operations

Intake where nothing gets missed.

Referrals, admissions paperwork, insurance checks — administrative intake is a chain of handoffs where one missing form stalls everything. machtask makes the chain visible and the required steps explicit.

fig. 1 — where it breaks todaythe problem
  • referrals arriving by fax, email and phone
  • consent forms found missing at the last minute
  • insurance verified from memory
  • intake, records and billing on three different lists
  • accreditation evidence assembled at the last minute

machtask gives intake one queue: every referral becomes a request with required fields, a verification checklist, and explicit handoffs to records and billing — one record, start to finish.

fig. 2 — the workflow, as drawn

Referrallogged with required fields
nothing proceeds incomplete
Verifyinsurance + consent · guided checklist
handoff — records take over
Processrecords created · billing set up
history recorded
ReadyPROCESS v12
fig. 3 — the work, up closerequesters are unlimited and free

Whoever receives the referral logs it in one place — and the required fields mean it arrives complete or not at all.

  • Referral source *textwho sent it
  • Received on *datestarts the intake clock
  • Service requestedpick listroutes to the right program
  • Consent form *attachmenton the request, not in an inbox
  • Coordinator sign-offapproval stageverification is approved, on the record
Verify2 of 4 steps
Coverage confirmed with the insurer
Consent form attached and checked the attachment travels with the request
Eligibility criteria met
Contact details confirmed
Complete Verify → hand off to Process

the Complete button only exists once every step is ticked

fig. 4 — what machtask handlesconfigured for this process

  • Capture referrals from fax, phone and portals

    Quick Log

    Work machtask cannot see arrives anyway — the coordinator logs it in seconds and it counts in the same volumes, cycle times and reporting as everything else.

  • The referral moves itself

    Automated handoff

    Verify done means records and billing start — no forwarding email, no second list.

  • Slippage raises its own alarm

    Deadline alerts

    The intake clock starts when the referral lands; a breach raises an email alert automatically instead of surfacing at the weekly meeting.

  • See the queue and the load

    Watch Tower

    The intake manager's board: unclaimed referrals, what breaches in the next 24 hours, which coordinator is loaded — with reassign on the spot.

fig. 5 — what improvesfor the team running the work

  • Complete before it moves

    Required information must be present before the request moves to verification.

  • Three teams, one record

    Intake, records and billing work the same request; handoffs are explicit, not emailed.

  • Ready for accreditation review

    Evidence is ready when the reviewers arrive — steps, sign-offs and timestamps already on the record.

Configure your own programs, form fields, verification steps and team handoffs directly in machtask.

Run one real process in machtask.

Start with the process your team currently runs through an inbox, spreadsheet or SOP. The three-month pilot is free.

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