Welcome to Careflow—your centralized command center for managing post-acute referrals with speed, clarity, and confidence.
This Quick Start Guide is designed to help new users become familiar with core features and workflows across the platform. Whether you're part of an intake, clinical, or administrative team, this guide offers a streamlined introduction to Careflow’s most important tools—enabling you to navigate the system efficiently and begin managing referrals with ease from day one.
1. Accessing Careflow
Navigate to: https://app.gocareflow.com/login
Log in using your email and password, or SSO if your organization has it enabled.
Trouble signing in? Click "Forgot Password" to reset credentials securely.
2. Dashboard: High-Level Performance at a Glance
Adjust your view with date range filters (Last 4 days, 2 weeks, 30 days, etc).
Instantly visualize conversion rates, volume, pending activity, and referral trends across facilities.
Drill down with visual reports: Pending by status, Account Conversions, Denial Reasons, and Payer Mix.
3. Referral Index: Your Operational Center
Automated Intake: Referrals flow in automatically from EHR integrations or hospital emails and faxes.
Manual Entry: Click "+ New Referral" to input one directly.
Smart Symbols: Visual icons quickly signal clinical alerts, financial status, assigned user(s), hospital replies, open tasks, unread messages, and sync status to PCC.
Symbols and Indicators on Each Row:
Icon | Symbol | Meaning |
User Icon | Displays the user(s) currently assigned to the referral. | |
| Sync Icon | Indicates that the referral has been synced or uploaded to PCC successfully. |
Clinical Status | Reflect the clinical review stage of the referral: - Star Icon: AI-reviewed and marked all clear - Question Mark Icon: Needing review - Checkmark Icon: Manually reviewed and cleared - X Icon: Alert requiring clinical attention | |
Financial Status | Represent the financial review status: - Question Mark Icon: Needing review - Checkmark Icon: Cleared - X Icon: Alert or concern | |
Status Icon | Reflects the referral’s current status (e.g., New, In Review, Bed Hold, Admitted). A pink alert dot and bold font indicate the referral has not yet been opened. | |
| Flame Icon | Flags the referral as a Hot Lead. This can be customized per your team's criteria (e.g., Medicare patient, time-sensitive cases). |
Hospital Icon | Indicates hospital communication status: • Dim icon = No communication yet • Purple dot = No new messages • Red dot = New or urgent communication | |
Task Icon | Represents task completion status: • No icon = No tasks • Checklist icon = All tasks complete • Checklist with number = Active/open tasks remaining | |
Chat Icon | Displays chat activity: • No icon = No messages • Dim bubble = Read chats • Chat icon with number = Unread/new messages |
Search & Sort: Click the magnifying glass to locate referrals by name. Use column headers or filters (date, facility, status, etc.) to control your view.
Quick Actions: Hover over any row to assign staff, message, upload files, or complete actions like syncing to your EHR.
4. Faxes: Hospital Fax or Email Referrals
Each facility has a unique email address viewable via "+ New Referral."
Emails sent here auto-create referrals:
Attachments route to the "Docs" tab.
Message text appears in "Hospital Reply."
5. Reporting: Real-Time Data Intelligence
Access via the bar graph icon on the left.
Toggle between Referral Outcome, Referral Summary, and Response Time reports.
Filter by facility, date range, and user.
Export reports as Excel, PDF, or schedule recurring email/webhook delivery.
Click on visualizations to explore underlying data or set intelligent alerts.
6. Residents Page: Census Visibility
Found on the left-hand toolbar under “Residents.”
Toggle between Active and Discharged tabs.
Search and sort residents by name.
Click a name to view their full profile, payers, linked referrals, and stay details.
7. Bedboard (If Enabled)
Visual representation of bed assignments and occupancy.
Shows gender, room number, and length of stay.
Hover for patient details or click to access their profile.
Have your Admin reach out to your Client Success Manager if interested in enabling this feature.
8. Settings (Admins Only)
Accessed via the gear icon in the upper-right corner of the platform.
Admins can manage:
Facilities: Edit facility details, locations, and contact info.
Customization: Configure referral outcomes, AI preferences, background checks, and task workflows.
Contact Groups: Organize staff into groups for faster tagging and communication.
Users: Add, remove, or update staff roles and access levels.
Referral Accounts: Create or manage referral partners and contact info.
9. Help & Support
Click the chat bubble icon in the lower-right corner for assistance or to message support.
Need advanced onboarding or custom setup? Reach out to your Client Success Manager.
This Quick Start Guide is designed to accelerate your onboarding and empower confident use of the Careflow platform. For deeper learning or use-case-specific guidance, refer to the full Careflow documentation or contact our support team.