sycana AI is referral automation software for specialty clinics.
The referral left. The patient never arrived. Between the fax and the first appointment lies a black hole of manual data entry, phone tags, and lost paperwork. sycana AI closes it — connecting the receiving clinic, the referring physician, and the patient in one automated loop.
Without sycana AI
Fax arrives. Sits in a queue.
Scheduler opens a 4-page PDF and manually hunts for the diagnosis, DOB, and insurance ID.
Manual EHR entry. Can take up to 20 minutes per referral.
Name, DOB, insurance, ICD-10, referring physician, clinical notes — typed by hand.
“Did you get my fax?” — again.
Referring physician calls to check. Nobody has an answer. Patient is still waiting.
Some referrals never schedule. Nobody notices.
Lost patient. Lost revenue. The referral just disappears.
With sycana AI
Fax arrives. AI extraction starts automatically.
AI extracts, scores, routes. Scheduler books. Referring physician notified. Patient gets SMS. All three connected.
What is sycana AI, and who is it for?
sycana AI is the better fit when your clinic receives referrals by fax or PDF and loses track of them between intake and scheduling. It reads each referral, extracts the clinical fields, scores urgency from 1 to 5, and places the patient in a prioritized booking queue. If your EHR already has a referral module your team uses end to end, that module may be enough. sycana AI sits alongside the EHR; it does not replace it. As of 2026, it integrates natively with Epic through SMART on FHIR.
The Connected Referral
One referral. Three parties.
All connected.
Most referral tools serve only the receiving clinic. sycana AI closes the loop for everyone — and does it automatically.
9:14:32 — AI Triage Complete
Urgency: HIGH · 4.2/5
Complex specialty referral · Dr. Sarah Patel · Specialty Clinic
9:22 — Scheduler Books
Thu July 10 · 2:00 PM · 45-min consult
Dr. Sarah Patel · Specialist Clinic
✓ All three parties notified automatically
9:23 — Portal Notification
Referral received & triaged
Jane Doe — Specialist Clinic has your referral and is scheduling now.
9:23 — Appointment Confirmed
Thu July 10 · 2:00 PM · Dr. Patel
No phone call needed.
Full history, two-way messaging, and document tracking — all in the referring portal.
“Hi Jane — your appointment with Dr. Patel at Specialist Clinic has been scheduled for Thursday, July 10 at 2:00 PM. Reply HELP for support or STOP to unsubscribe.”
sycana AI · Delivered
Patient Portal — anytime
The Receiving Clinic
Your scheduler's entire day,
on one screen.
No more toggling between fax software, spreadsheets, and the EHR. The sycana AI scheduler workstation is a single prioritized queue — every referral triaged, scored, and ready to book.
AI-scored queue — high acuity cases surface automatically
Google Gemini 3.6 Flash reads clinical notes and scores urgency before a human opens the file.
Booking readiness at a glance
Insurance status, prior auth, missing documents — all resolved before the scheduler picks up the phone.
One-click booking + waitlist backfill
When a slot opens, the waitlist engine automatically fills it — no manual follow-up calls.
Outbound fax and patient SMS from the same screen
Rejection letters faxed automatically. Patient SMS confirmations sent on booking.
Specialty consult · Dr. Patel
9:14 AM · Fax
Abdominal pain · Dr. Patel
Routine screening
Follow-up visit
Jane Doe · 52F
MRN: 8821-XJ · Received via fax · 9:14 AM
AI Clinical Summary · Google Gemini 3.6 Flash
Chief Complaint
Rectal bleeding × 3 weeks
Urgency Score
4.2 / 5 ↗ Page 2
Suggested Duration
45-min consult
Matched Provider
Dr. Sarah Patel
Available Slots — Dr. Patel
How It Works
From fax to booking-ready.
The same workflow that took your team 45 minutes, end-to-end automated.
1. Arrive
Fax, PDF upload, or referring portal. Each clinic gets a dedicated Telnyx virtual fax number. Duplicate detection prevents double-processing.
2. AI Triage
Google Gemini 3.6 Flash extracts key clinical fields — diagnosis, urgency score, ICD-10, insurance, referring MD, missing docs — each with page-level citations. Fast extraction.
3. Coordinate
Scheduler books from a prioritized queue. Patient gets an appointment SMS. Referring physician gets a portal notification. Insurance eligibility verified automatically.
4. Close the Loop
Structured data exported to Epic via FHIR R4. Rejection letters faxed automatically via Telnyx. Full 7-year audit trail. Prior auth tracked through to decision.
Built for the entire care team.
Before sycana
“We have 3 FTEs doing nothing but opening faxes. I have no idea what our actual conversion rate is. We lose referrals constantly and don't know until the patient calls.”
With sycana
“I check the ROI dashboard Monday mornings. Last month: ~840 referrals processed with higher conversion (sample pilot dashboard), minimal staff time on manual intake. The waitlist engine recovered slots we would have lost.”
Every lost referral is lost revenue. sycana AI ensures none slip through.
Manual intake is slow and error-prone. sycana AI ensures every referral is captured, scored, and assigned immediately, preventing patient drop-off due to long wait times.
Clinical Traceability
"Black box" AI is dangerous.
We built a glass box.
Every clinical fact sycana AI extracts links directly back to its source page in the original document. Your clinicians can verify every data point in one click.
Diagnosis
Atrial Fibrillation
Urgency
HIGH — 4.2/5
Referring MD
Dr. R. Chen, MD
Patient presents for follow-up evaluation...
History: Patient has a known history of paroxysmal atrial fibrillation first diagnosed in 2021. Current medications include metoprolol 25mg BID and apixaban 5mg BID.
ROI Calculator
Calculate your potential impact.
See how much time and revenue you can reclaim by automating the entire intake workflow, from data entry to clinical triage.
Total Monthly Value
Estimates based on industry benchmarks. Your results will vary.
* Model Assumptions: Illustrative estimates based on specialty care operational benchmarks. Calculated using a blended clinical staff rate of $65/hr,25 mins saved per referral (scheduling + clinical review + MD triage), and $2,500 average downstream revenue per retained patient (15% prevented leakage). Actual results vary by practice volume, specialty mix, and payer contracts.
Why sycana AI?
The smart alternative to manual staffing and legacy OCR.
| Feature | Manual Intake | Legacy OCR | sycana AI |
|---|---|---|---|
| Processing Time | 15-20 mins | 2-5 mins | Seconds |
| Clinical Context | High | None (Text Only) | High (AI Analysis) |
| Data Portability | Manual Entry | Requires Middleware | JSON / PDF Export |
| Traceability | N/A | Low | Source-linked citations |
| Cost Per Referral | $30 - $40 | $15 - $20 | ~$5.00 (model estimate) |
| Automated Triage Scoring | |||
| Missing Document Detection | |||
| Sub-specialty Routing | |||
| Insurance Eligibility Verification | |||
| Waitlist & Slot Backfill | |||
| Complexity Scoring & Duration Recommendations |
Security & Compliance
Enterprise-grade security.
Built-in, not bolted on.
Your patient data is encrypted in transit and at rest. It is never sold or shared with third parties. BAA before PHI processing.
Frequently asked questions.
Does sycana AI replace my EHR?
No. sycana AI is a referral intelligence layer that sits alongside your EHR. It handles the hard part by reading, extracting, and triaging unstructured referral documents, then hands off clean, structured data to your team.
What does the referring physician experience look like?
Referring physicians get a secure web portal where they can submit referrals directly (no fax required), track every referral they've sent in real time, receive appointment confirmation notifications, and message the receiving clinic — without making a single phone call. They finally have full visibility into what happens to their patients after the referral leaves their office.
What do patients experience?
Patients receive an SMS when their appointment is booked, and can access a mobile-friendly patient portal to view their referral status, upcoming appointment details, insurance cost estimates, and send secure messages to the care team — all without calling the office. Patients can also opt into the waitlist for earlier slots and manage caregiver access.
How do schedulers use it?
Schedulers work from the sycana AI Dashboard. Instead of opening a raw PDF and hunting for data, they see a clean, AI-generated summary with urgency scores and suggested doctor matches.
How does data get into my EHR?
For Epic, sycana AI connects natively via SMART on FHIR. For all other EHRs, staff copy a one-click SOAP note or download a structured PDF summary, reducing repetitive copy-and-type work.
What happens after triage? Can my team schedule from sycana AI?
Yes. sycana AI includes a full scheduler workstation where staff manage a prioritized queue, check booking readiness, track waitlists, and coordinate patient outreach. It's designed to be the single screen your scheduling team works from all day.
Can sycana AI communicate with patients directly?
sycana AI includes built-in SMS infrastructure for patient outreach, including appointment confirmations, reminders, and two-way messaging with opt-out compliance. SMS is activated per-practice during onboarding based on your communication policies.
Is it HIPAA-ready?
Yes. We sign a BAA with every enterprise client before any PHI is processed. We are HIPAA-ready. Data is encrypted at rest and in transit. We process data in a secure enclave with strict role-based access control.
How long does setup take?
Most teams can begin pilot provisioning within the first business day; production timelines depend on EHR, fax, and security requirements. Onboarding includes provisioning your dedicated fax number, configuring provider schedules, and training your scheduling team. No on-prem installation required.
What happens to referrals that arrive while we're being onboarded?
Nothing is lost. During the onboarding period we can configure a parallel intake mode where referrals continue to your existing fax process while we set up the automated pipeline alongside it. You cut over when you're ready.
How much does sycana AI cost?
Pricing is scoped per clinic and set out in your order form. It depends on referral volume, the modules you enable, and EHR integration requirements. Request a demo and we'll provide a quote for your workflow.
Pilot Program
Target go-live in 30 days.
And a practical path forward if more is needed.
We run a structured 30-day pilot with your team using real referrals, real workflow constraints, and real operating data. At the end, you'll know what's ready, what needs adjustment, and what rollout would look like for your clinic.
No long-term contract for the pilot. BAA before PHI processing. Pilot provisioning starts quickly.