Referral Inbox

The Referral Inbox is where inbound PDFs, emails, and manual entries land before they become real referrals in your system. Think of it as triage — you read what came in, check that the extracted data is right, and either approve it (which creates a referral and a patient record) or reject it.

Tabs

Needs Review — everything that’s still being parsed or is waiting on a human look. Submissions in the states parsing, extracting, or pending review live here.
Processed — everything that’s been handled. Approved submissions have been turned into referrals; rejected submissions stay here for the record.
Signals — (only if your practice has Signal Insights enabled) a filtered view of submissions with notable patterns flagged by AI, organized by tier and clinical dimension.

What each row shows

Patient name (extracted from the PDF)
Date received
Submission status
Which of your teammates is assigned, if anyone

Click a row to open the submission detail page.

Getting things into the inbox

Three ways a submission can arrive:

Email or fax to your referral address. PDFs are ingested automatically.
Drag-and-drop a PDF onto the dashboard or inbox page.
Click Manual Entry to type a referral in by hand — see Create a Manual Entry.

Processing time

After a PDF lands, Canairy extracts structured data (patient, insurance, diagnosis codes, referring provider, and so on). This usually takes less than a minute.

If a submission has been processing for more than about five minutes, you’ll see a “stuck” warning on the detail page with a Retry button. You can retry up to three times. If it keeps failing, reach out to support.