CloudFiles for physician practices and medical groups
Referral packets, consult notes and intake forms move between offices by email, and staff match each one by hand. CloudFiles shares referrals by link, files what comes back and collects intake forms on the patient record.
From an open referral to a closed loop
A referral travels from the practice to a specialist and back again. Any document on that trip can stall in an email inbox that the clinical service request never shows.
The manual way
- Referral coordinators email the referral packet to each specialist as a set of attachments. Nobody can see whether the specialist's office opened it, so staff call to ask while the outbound clinical service request sits open.
- Consult notes come back from specialists as faxed PDFs and email attachments. A coordinator searches for the outbound referral each note answers, then closes the request by hand. A note that never finds its referral can leave follow-up undone.
- At check-in, staff key the payer and the member and group numbers from each insurance card into the patient's member plan by hand. One mistyped digit can hold up the benefits check until someone at the desk notices the error and fixes it.
- New patients get a stack of intake forms by email and return them in pieces. Staff check each reply against a paper list. A missing health history or consent form can surface only when the patient is already at check-in.
- Physicians write each referral letter in Word, copying the reason and history from the visit. Staff then attach the letter and the visit notes as separate files. A specialist can receive half a packet and call back for the rest.
The CloudFiles way
- Coordinators see on the clinical service request when the specialist opened the packet. CloudFiles shares the packet from the request through one secure link, and a flow sends that link to the specialist. Every view then shows on the request.
- Each returned consult note finds its referral and completes the request. CloudFiles extracts the patient and specialist from the note, matches the outbound clinical service request and files the note in its folder. The care team sees the answer.
- The patient's member plan is filled straight from the insurance card. CloudFiles maps the payer and both plan numbers from the uploaded card onto the member plan. Front desk staff then confirm every mapped value with a single approval.
- The person account lists each intake form the patient has not yet returned. A flow emails the patient one secure link to an upload request for every form. Each file received ticks the intake checklist, and a reminder goes out for the rest.
- Specialists receive the referral letter and visit notes together as one PDF. CloudFiles builds the letter from the clinical service request and the visit's clinical encounter. The letter is then merged with the visit notes in the order the practice sets.
Every practice document, in order from intake to consult note
These jobs cover a growing medical group's paperwork, from the patient portal to the lab report inbox.
Patient portal on Experience Cloud
CloudFiles puts each patient's folders on the practice's Experience Cloud site. Patients upload forms and open shared documents on their own, and each patient sees only the folders the practice has shared.
- The share with community user flow action shares each folder with the one patient it belongs to
- Staff see every sub-folder in the CloudFiles widget, while the patient sees only the sub-folders shared with them
- Patients upload files from the portal, and each upload lands in the folder on the patient's person account
Medical necessity letters in the physician's words
CloudFiles generates a letter of medical necessity from the clinical service request, with the physician's own justification typed in at generation. Every letter carries the clinical reason in the physician's words.
- A screen flow asks the physician for the clinical justification before the generate document step runs
- The justification passes in as a runtime variable that the letter template declares by name
- Patient, service and priority come from the referral's clinical service request, with the PDF saved to its folder
A SharePoint site for each clinic location
As a medical group adds clinics, CloudFiles creates a SharePoint site for each new clinic location from Salesforce. IT stops building each new clinic site by hand as the medical group keeps growing.
- For each new clinic location, a flow runs the create SharePoint site flow action to build its site
- The create SharePoint drive flow action adds the document libraries each new clinic site needs
- Every clinic site starts with the same libraries, so staff at each location find documents in the same place
Referral leads that become patients
When a referral lead converts to a patient, CloudFiles moves the lead's folder into the new patient's folder. Documents gathered before the first visit stay with the patient instead of sitting on an old lead.
- Converting the referral lead triggers a flow, and move resource relocates the lead's folder under the new patient
- The referral letter and insurance card gathered at intake arrive in the person account's folder
- Move resource files each document into place, so the front desk opens a complete folder at check-in
Send selected visit documents in one click
Staff tick the visit documents they need in the CloudFiles widget, and one button merges them into a single PDF and shares it. Nobody downloads files to combine them on a desktop before sending.
- A widget list action appears once files are ticked, and it runs a flow on only the ticked files
- Merge documents (sync) joins the ticked files into a single PDF, in the order the flow lists them
- The same flow creates a secure link to the merged PDF and emails it to the recipient staff enter on screen
Lab and imaging reports filed by patient
CloudFiles processes each lab or imaging report as it arrives, finds its patient and report type, then files it under the diagnostic summary. Ordering physicians find results where they expect them in Salesforce.
- The process document using AI flow action prepares the report once, then a query finds the patient and report type
- Move resource then places each matched report in the folder of that patient's diagnostic summary
- The care team opens results by type, with every lab result kept apart from the imaging studies
Key documents we handle for physician practices and medical groups
These are the documents a practice handles every day, and each one is kept on its Health Cloud record.
Outbound referral packets
Referral letters, visit notes and imaging that the practice sends to a specialist, shared as one PDF through a secure link.
Consult notes
Specialist responses to an outbound referral, matched back to the clinical service request they answer and filed in that request's folder.
Insurance cards
Images of the front and back of a patient's insurance card, with the plan details from the card captured on the member plan.
Intake forms
Health history, consent and registration forms a new patient returns before the first visit, each one tracked on the patient's intake checklist.
Letters of medical necessity
Physician letters that explain why a service is needed, built from the request with the clinical justification in the physician's own words.
Lab and imaging reports
Results returned by outside labs and imaging centers, grouped by report type and kept under the patient's diagnostic summary for the care team.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
Yes. CloudFiles makes a secure link to the referral packet from its clinical service request, then a flow delivers that link to the specialist's office. Each time the specialist opens the packet, CloudFiles shows the view on that request. Health Cloud tracks the referral on the clinical service request, including its requester, performer and priority.
CloudFiles pulls the patient and the specialist's name out of each returned consult note. A flow then looks up the outbound clinical service request the note answers. The consult note is filed in that request's folder and the request status is updated. The referring physician then sees the specialist's answer on the original request.
Yes. CloudFiles maps an uploaded insurance card image onto the patient's member plan, so the plan details come from the card itself. The document mapper updates that patient's existing member plan, so the front desk confirms coverage from the record. Health Cloud keeps the payer, member number and group number on each member plan.
Yes. CloudFiles sets up a separate upload request for each intake form. A flow sends the patient a single link that holds every request, and no sign-in is needed. As each form arrives, a flow ticks it off on the person account's intake checklist. The checklist in Salesforce then shows staff exactly which forms have arrived.
CloudFiles adds its widget to the practice's Experience Cloud site, and every patient can open only the folders shared with that patient. Staff still see every sub-folder from Salesforce. Patient uploads from the site are saved straight into the matching folder on the person account.
Yes. CloudFiles builds the letter of medical necessity from referral data in Salesforce. A screen flow lets the physician type the clinical justification when the letter is generated. The letter template declares that runtime variable, so the reason appears in the physician's own words on the PDF.
Yes. CloudFiles prepares each incoming lab or imaging report, identifies the patient and the report type, then moves the file under that patient's diagnostic summary. Results from every outside lab land in one predictable place. The diagnostic summary is a Health Cloud object, so each report opens from the record the care team already uses.
Book your personalized demo
Bring an outbound referral and the consult note that came back, and watch CloudFiles connect them on the clinical service request.