Infusion Intake Optimization That Shortens Time to First Appointment
Every delayed start risks losing the patient to a competitor or to dropout. SolisRx identifies where referrals stall, where authorizations expire, and how much each delay costs across every site.
40+
Companies Advised
Where Revenue Disappears Before Treatment Starts
Referral to first infusion in a mid-market ambulatory infusion center can easily take over 6 weeks. Top performers in the market can do it in significantly less time. For a center doing 600 encounters per month, that gap could mean over $2M in delayed revenue. Plus referrals that never convert because something in the intake process failed.
Prior authorization processing stalls. BIV results sit in queue. Scheduling books so far out in the future that the patient decides to go elsewhere. These are failures of visibility when nobody has a cross-site view of where each referral sits.
For home infusion providers, a missed re-authorization disrupts new or ongoing treatment. For specialty pharmacies, manufacturer hub requirements add further handoff points where referrals stall.
SolisRx Methodology to Optimize Intake
BUILD A DATA SPINE
SolisRx helps leaders, frontline staff, and AI agents track every referral from receipt to first treatment: BIV pending, authorization submitted, authorization approved, treatment scheduled. For most clients, this enables the first cross-site view of the complete intake funnel.
FIND THE STALLS
Which tasks have the longest dwell time and highest drop-off. For example, does BIV take over 5 days on average? And are patterns consistent across sites or concentrated at specific locations?
QUANTIFY THE COST
Each bottleneck gets a dollar figure. "40 referrals monthly stuck in authorization limbo at $2,200 per encounter" is quantifiable and actionable.
MONITOR AUTHORIZATION
A standing status board surfaces all active prior authorizations with remaining visits, expiration dates, and dollar value at risk. This is particularly important for high-cost therapies like IVIG and specialty biologics where a missed renewal disrupts care and revenue.
TRACK CONVERSION
Referral-to-appointment conversion is among the most actionable intake metrics, and the least tracked. SolisRx builds site-level funnel analytics that show where referrals stall and why conversion rates diverge across locations.
Deliverables
Any engagement is tailored to your specific needs. Here are the most common deliverables for intake optimization.
01
Real time referral-to-first-appointment pipeline tracker
showing stage distribution with time-in-stage and dollar value at risk across sites, and helping intake team prioritize tasks.
02
Authorization status monitoring board
with remaining visits, expiration dates, and required action dates.
03
Intake bottleneck analysis
identifying longest dwell-time stages and highest drop-off rates by site.
04
Referral conversion funnel
showing conversion rate by stage, site, and referral source.
05
Authorization expiration risk report
listing authorizations within 14 days of expiration, sorted by dollar value at risk.
06
Maximize value of GenAI tools like Tennr, Mandolin, Plenful
with integrated workflow and visibility on performance and ROI.
Frequently Asked Questions
How do I reduce the time from referral to first infusion appointment?
The fastest lever is visibility, not process redesign. When intake managers see each morning which referrals have waited five-plus days for a BIV result, or which authorized patients haven’t been scheduled, time-to-treatment shortens without adding staff. A referral pipeline tracker is typically operational within three to four weeks.
What’s causing bottlenecks in our infusion center intake process?
Intake bottlenecks most commonly occur at benefit investigation, authorization submission/approval, and the handoff from authorization to scheduling. Severity differs by site, payer, and therapy type. IVIG and specialty biologics have longer authorization cycles than anti-infectives. A pipeline view showing time-in-stage over 60-90 days usually identifies the primary bottleneck in the first review.
How many referrals are we losing before they start treatment?
Most infusion organizations don’t track referral conversion precisely. Analysis of a referral cohort typically reveals 35 to 60 percent of referrals don’t convert, and a meaningful portion traces to specific, fixable intake process failures rather than patient or payer factors.
What is benefit investigation (BIV) and how does it affect intake?
BIV verifies insurance coverage, plan benefits, and prior authorization requirements before treatment. In infusion, BIV determines whether therapy falls under medical benefit (buy-and-bill) or pharmacy benefit (specialty pharmacy dispensing), affecting both clinical workflow and billing. A slow BIV process delays intake, creates authorization complications, and can result in claims submitted under the wrong benefit category.
What exactly does Stategis deliver?
We deliver tailored strategy, financial modeling, tech audits, and growth planning—backed by real execution support, not just recommendations.
What kind of companies do you typically work with?
We partner with venture-backed startups, scaling tech firms, consulting groups, and finance teams—from pre-seed to Series C and beyond.
Do you offer one-off projects or ongoing advisory?
Both. We offer focused sprints for immediate needs and retainer-based or embedded advisory for longer-term transformation.
How long does it take to get started?
We typically begin within 5–7 business days of your initial call, depending on scope and availability.
Is Stategis a good fit for early-stage startups?
Yes—especially if you’re preparing to raise capital, need a financial model, or want clear systems and priorities before scaling.
What industries do you specialize in?
Our core focus areas are SaaS, fintech, consulting, B2B services, and investment-backed ventures—but we’re flexible if there’s a strategic fit.
How long does it take to get started?
We typically begin within 5–7 business days of your initial call, depending on scope and availability.
What kind of companies do you typically work with?
We partner with venture-backed startups, scaling tech firms, consulting groups, and finance teams—from pre-seed to Series C and beyond.
What exactly does Stategis deliver?
We deliver tailored strategy, financial modeling, tech audits, and growth planning—backed by real execution support, not just recommendations.
Do you offer one-off projects or ongoing advisory?
Both. We offer focused sprints for immediate needs and retainer-based or embedded advisory for longer-term transformation.
Is Stategis a good fit for early-stage startups?
Yes—especially if you’re preparing to raise capital, need a financial model, or want clear systems and priorities before scaling.
What industries do you specialize in?
Our core focus areas are SaaS, fintech, consulting, B2B services, and investment-backed ventures—but we’re flexible if there’s a strategic fit.
