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Closed Loop Referral System — Delivering the best results for patients

Manage requests and referrals from one unified platform—track progress, collaborate with partners, and respond efficiently, with or without an EHR Integration.

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GridSocial community referral image

Implementation Timeline

Oracle Health (Cerner), EPIC, AdvancedMD, NextGen and more—delivering seamless connectivity, enhanced interoperability, and streamlined healthcare data management

Analysis
Weeks 1
Setup
Weeks 2-3
Customize
Weeks 4-5
Test
Weeks 6-7
Visualize
Weeks 7-8
Training
Weeks 9-10
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Secured integration with leading EHRs - Oracle Health, EPIC, AdvancedMD, NextGen and more

Engineered for the fast-paced needs of service navigation and seamless resource coordination.

Overview

GridSocial is a closed-loop referral system that enables seamless collaboration between your organization and partner organizations. Designed to be simple, secure, and scalable, it enables requests to be created, routed, and tracked end-to-end, providing full visibility for all stakeholders—customers, providers, and partner organizations.

Unlike traditional systems that leave referrals “open-ended,” GridSocial ensures every referral is tracked until completion, closing the loop with feedback from both patients and providers. The platform is intuitive, requiring little to no elaborate training, and is built to expand organically as new partner organizations join through a straightforward review process managed by the provider organization.

Key Benefits

Simple to Use – Minimal training required for staff or partners.
Customer Empowerment – Patients and community members can submit and track requests directly.
Streamlined Collaboration – Secures connections between provider organizations and partner agencies.
Scalable Network – Easily expand the partner ecosystem with a transparent review and approval process.
Data Insights – Track requests, partner performance, and community needs with built-in analytics.

Team & Project Organization

GridSocial supports four primary user roles, each designed for efficiency and accountability:

Customer – Self-Service
Provider Organization (Parent Organization) – Administrator
Provider Organization – Agent
Partner Organization – Agent / Administrator
Customer – Self-Service
  • Access via a customer-facing web application
  • Browse services offered and review eligibility criteria
  • Submit requests online without needing a phone or email
  • Requests are auto-categorized for provider review
  • Customers can track the status of their request in real time, add details, or respond to provider follow-ups
  • Reduces call center/email burden while improving flexibility and transparency
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Provider Organization (Parent Organization) – Administrator
  • Create, update, or retire available services
  • Add new partners, onboard staff, and manage access
  • Monitor and analyze referral data:
    • Request volumes and types
    • Community needs trends
    • Partner performance (speed, reliability)
    • Average resolution time per request
  • Ensure compliance, accountability, and network quality control
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Provider Organization – Agent
  • View and manage all incoming requests (self-service, phone, or email)
  • Assign a unique request ID to every case
  • Triage requests to the right internal care teams or route them to partner organizations
  • Follow up with partner organizations, collect feedback, and ensure closure
  • Maintain communication loops with both customers and partner staff
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Partner Organization – Agent / Administrator
  • Receive instant notifications (SMS and email) for new requests
  • Accept, prioritize, and act on requests based on capacity
  • Collaborate with the provider organization to reassign cases if needed
  • Introduce new partner organizations to the network, subject to a simple provider-led review and approval process
  • Expand the partner network securely and responsibly
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Implementation Timeline & Pricing

Partner Data Import : Bring your existing partner list from Excel, Google Sheets, or CRM systems like Salesforce.
Setup & Training : Typically 1 week to configure your network and onboard your team.
Pricing : Contact our sales team for cost-effective plans tailored to your organization’s size and partner ecosystem.

Why GridSocial?

Built for community health centers and provider networks.
Reduces administrative overhead while strengthening patient and community engagement.
Ensures secure, closed-loop collaboration that is both scalable and measurable.
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Closed-Loop Referral System

Closed-Loop Referral Management with End-to-End Tracking

The Closed-Loop Referral application is designed to help organizations manage referrals with complete visibility and control. It enables users to create, track, and follow referrals through to completion, ensuring that needs are not just identified but fully addressed. By keeping every step organized and transparent, the application improves coordination, reduces missed follow-ups, and supports better continuity.

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Intelligent Request Intake

Empower your team with smart, efficient intake that drives faster action.

Collect patient or member service requests through digital forms, calls, or in-person visits, standardize data collection to close care gaps, and accelerate service delivery.

Smart Referral Routing

Reliable referral routing that connects people to services faster.

Efficiently route requests to the right services by category, eligibility, location, and urgency—eliminating bottlenecks and speeding up care.

community referral routing
social referral Tracking follow-up

Outcome Tracking & Follow-Up

Close the loop on every referral.

Track referral status, service delivery, and outcomes with ease, maintaining a complete record of each patient or member's journey.

Customizable Workflows & Forms

Build flexible workflows that integrate seamlessly with partner systems and internal modules, simplifying coordination, automation, and task tracking across your care network.

Design intelligent, logic-driven forms with signatures and attachments for assessments, intakes, and surveys, enabling all users to capture accurate data and streamline operations.

community referral customizable forms
community referrals collaboration Tools

Collaboration Tools

Enable seamless care coordination across departments and external partners.

Share data securely, exchange encrypted case notes, and track joint efforts in real time—improving outcomes for patients, members, and families.

Dashboards & Reporting

Get real-time insights that power smarter decisions.

Monitor referral success, response times, resource utilization, and feedback with sleek dashboards and exportable reports—helping your organization stay ahead while delivering better patient care and outcomes.

community referral reporting dashboard

Grow your partner network in a secure, trusted environment designed for long-term collaboration and impact.

Onboard new partners and expand trusted partners with a simplified process.
Single Service Entry
Single Service Entry

Instead of navigating complex systems or repeating their story multiple times, clients can have their diverse needs—such as housing, healthcare, food assistance, or mental health support—addressed efficiently through a streamlined process. This approach enhances coordination, reduces delays, and ensures that no need goes unnoticed, ultimately delivering a more dignified and effective service experience.

Request Categorization and Prioritization
Request Categorization and Prioritization

Prioritize what matters most—our software lets you sort requests by urgency and need, so high-priority cases get the attention they deserve, fast.

Referral Network Database
Referral Network Database

Make it simple for staff to find and connect with verified community partners. GridSocial’s unified, searchable directory provides real-time service updates and availability, helping staff match clients to the right support while coordinating efficiently across healthcare and community organizations.

Dynamic Case Management
Dynamic Case Management

A full-scale, secure case management system that tracks every case from start to finish—complete with a unique case ID, detailed communication history with partners and clients, and built-in tools that drive continuous improvement and accountability.

Efficient Referral Distribution
Efficient Referral Distribution

Our intelligent routing system matches each request to the right team or service based on support type, using your organization’s criteria to streamline the process, boost efficiency, and ensure every referral gets where it needs to go, fast and accurately.

Reporting and Analytics
Reporting and Analytics

Leverage intuitive, real-time dashboards and customizable reports to monitor key metrics, identify trends, and drive smarter decision-making. GridSocial also delivers predictive insights, empowering healthcare organizations to plan with clarity and confidence.

Ways to Effectively Use a Referral & Care Coordination System

Fully set up by our team to get you up and running with ease.

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Submit a Request Digitally

Patients, members, or staff can submit new requests via web forms, phone, or in-person visits.

Community request submit

Auto-Route to Services

The system intelligently matches each request to the most relevant service or provider based on need, eligibility, and urgency.

community request auto route to service

Coordinate & Refer

Care teams collaborate internally or with external partners to initiate referrals and schedule services seamlessly.

community referral Coordinate

Track and Follow Up

Every request is monitored through completion, with automated reminders for follow-ups and updates.

community request tracking

Report Outcomes

Real-time dashboards track resolution status, referral success, and patient/member feedback.

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Optimize with Insights

Use built-in analytics to identify trends, address care gaps, and enhance service delivery over time.

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See What’s Next : Click Here!

Elevating Patient Engagement and Care

Every patient deserves to feel informed, supported, and connected throughout their care journey. Our Patient Engagement Management solution helps providers make that possible by identifying patient needs, verifying insurance eligibility, and reaching out at the right time. The result is better engagement, clearer coverage, and a more connected care experience—without added complexity.

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Reduces No-Shows

Appointment management is crucial to patient engagement because it directly impacts access to care, continuity of treatment, and patient satisfaction—but poorly executed reminders can quickly become intrusive and counterproductive. The key is creating a system that respects patients' preferences while ensuring they stay connected to their care.

Personalized Communication and Contextual Relevance

Our platform delivers the right message, through the right channel, at the right time, tailored to each patient's preferences, care journey, and life circumstances. Communications adapt based on clinical urgency, health literacy, language needs, and social determinants, ensuring relevance over noise. A diabetic patient receives personalized progress updates, while post-surgical patients get timely recovery guidance exactly when needed. By respecting patient preferences and delivering contextually intelligent outreach, we transform generic broadcasts into meaningful conversations that drive engagement, adherence, and trust.

Intelligent throttling and Helping Providers

This means reduced administrative burden and more meaningful patient interactions. Instead of fielding calls from confused or annoyed patients about excessive reminders, care teams receive actionable insights on which patients need attention and which are successfully engaged. The platform highlights patients who aren't responding to outreach, enabling pointed interactions where it matters most. By filtering noise and surfacing what's clinically relevant, intelligent throttling helps providers focus on care delivery rather than communication management—improving efficiency, reducing burnout, and enhancing the overall patient-provider relationship.

Preventive Care

The platform provides actionable insights through advanced analytics, highlighting which patients require immediate attention, forecasting who's at risk of non-adherence or readmissions. Care teams can stratify patients by risk level, deploy targeted interventions efficiently, and measure the impact of engagement strategies on clinical and financial outcomes. Value-based care models ultimately drive better outcomes while controlling costs. The result is a healthcare system that's more efficient, more effective, and more human-centered.

Feedback Mechanism

Our feedback mechanism provides a continuous improvement loop that identifies systemic issues, measures patient satisfaction, and highlights individual patient concerns. Analytics can reveal patterns, such as consistently low ratings for wait times or confusion around discharge instructions, prompting targeted operational improvements. Patient-reported outcomes and experience data also support quality improvement initiatives, help meet regulatory requirements, and provide evidence for value-based care contracts.

Social Determinants of Health

Our software helps uncover social determinants of health because factors such as housing instability, food insecurity, transportation barriers, and financial strain often go undetected in clinical visits due to time constraints. Through regular, personalized communication touchpoints, such as feedback surveys and check-ins, engaged patients feel comfortable sharing life circumstances that directly impact their health. Engaged patients willingly complete comprehensive screenings, transforming healthcare from treating symptoms to addressing root causes and creating truly holistic care that meets patients where they live their lives.

Turn Patient Engagement From a Metric Into a Strategy

Measuring patient engagement is easy. Improving it is hard. Most platforms show you what happened last month. Ours shows you what's happening right now and what's likely to happen next—giving your teams the intelligence and tools to actually change outcomes. From scheduling optimization to adherence support to experience recovery, transform patient engagement from something you track into something you actively manage and continuously improve.

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Move beyond measuring patient engagement to actively improving it—with intelligence that forecast, prevents, and drives measurable outcomes.

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Why Healthcare Organizations Choose Our Platform

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From Insight to Action, Instantly

Most analytics platforms end at insights. Ours begins there. When patterns emerge—a patient at risk of no-show, a communication method failing, a care gap opening—your teams can act immediately without switching systems. Call, message, or coordinate care from the same screen where intelligence surfaces. Close the loop from data to intervention in seconds, not days.

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Built by People Who Understand Healthcare Operations

We didn't build generic analytics and adapt it for healthcare. We started with how healthcare actually works—the complexity of patient populations, the reality of busy clinical workflows, the constraints of compliance and security. Every feature reflects a deep understanding of what healthcare teams need to succeed, not what sounds good in a demo.

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Analytics That Drive Continuous Improvement

Our platform doesn't just show you static reports—it helps you track the impact of your interventions over time. Measure what works, refine what doesn't, and build organizational capability for sustained improvement in patient engagement. Intelligence that evolves with your needs and priorities.

Guide, Inspire & Track Progress

One Platform, No Vendor Sprawl

Replace fragmented point solutions with comprehensive patient engagement intelligence. No more cobbling together separate tools for scheduling analytics, communication tracking, satisfaction monitoring, and adherence management. One platform, one integration, one vendor relationship—reducing complexity and total cost of ownership.

Schedule Sessions That Work for You

Support That Understands Your Mission

Our customer success team includes former healthcare operations leaders, clinical administrators, and patient experience professionals. They don't just help you use the platform—they partner with you to achieve your patient engagement goals. Implementation support, ongoing optimization guidance, and strategic consulting included.

Guide, Inspire & Track Progress

Designed for Scale and Growth

Whether you're a community health center or a multi-hospital system, our architecture scales without performance degradation or cost surprises. Add locations, users, and data volume as your organization grows. The platform that works for 5,000 patients works for 5 million.

Guide, Inspire & Track Progress

How Our Platform Connects With Your EHR Ecosystem

Certified EHR Connectivity
  • Standards-based FHIR and HL7 integration with Epic, Oracle Health, MEDITECH, athenahealth, and major EHR platforms.
  • Read-only access protects source system integrity.
  • Automatic data synchronization maintains real-time intelligence.
Zero Migration Required
  • No data extraction or warehouse projects needed.
  • Connect to existing EHR infrastructure without workflow disruption.
  • Preserve data governance and security protocols.
Enterprise-Grade Security
  • HIPAA-compliant architecture with comprehensive audit trails.
  • Role-based access controls and encrypted data transmission.
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Real-World Impact

Driving Better Outcomes Where It Matters Most—In Patient Care.

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Faster Response Times

Real-time routing and tracking streamline the referral process, reducing delays and accelerating access to care.

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Increased Engagement

Strengthen collaboration, ensure referrals are fulfilled, capture valuable feedback, and protect every interaction with enterprise-grade security.

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Higher Referral Success Rates

Stay on top of every update with real-time, role-based notifications that ensure timely follow-ups and faster patient connections, boosting referral success and overall outcomes.

Ready to bring these powerful results to your community?

Start now and experience the impact!

GridSocial is a robust closed-loop referral system that also serves as a comprehensive care coordination and referral management system, designed to strengthen collaboration among healthcare providers, health systems, and social service agencies.

It enables seamless tracking of referrals from initiation to outcome, ensuring that no patient request goes unanswered. By automating referral matching, routing, prioritization, and follow-up, GridSocial closes the loop on both social and clinical referrals—delivering timely, practical support.

As a trusted healthcare referral management solution, GridSocial brings accountability, efficiency, and transparency to every step of the referral process. It supports stronger collaboration across sectors, helping improve health and social outcomes. Whether you’re a health system, hospital, payer, or clinic, GridSocial empowers you to manage referrals with confidence and track every request through to resolution—ensuring individuals receive the proper care at the right time.

With GridSocial, organizations can manage and resolve patient and member requests through a unified platform that provides real-time updates, outcome tracking, and shared visibility across partners. This level of coordination is essential for addressing Social Determinants of Health (SDoH)—enabling providers and payers to respond quickly to needs related to housing, food, employment, mental health, and more.

GridSocial platform for managing community requests and tracking outcomes with digital health tools

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