Atlantic Orthopaedics & Sports Medicine

Background

Transforming Referral Management at Atlantic Orthopaedics (AOSM)

Atlantic Orthopaedics & Sports Medicine (AOSM) faced a common challenge in healthcare: managing a high volume of inbound referrals across multiple offices without losing patient data or delaying care. To modernize their operations, they partnered with ReferralMD to centralize their workflows and integrate seamlessly with their EHR, Modernizing Medicine (ModMed).

The results were transformative, turning administrative bottlenecks into a streamlined, data-driven engine for patient access.

Objectives

The Challenge: Fragmented Workflows

Before ReferralMD, AOSM sought to eliminate manual tracking and close the communication loop with referring providers. Their primary goals were ambitious: centralize referral management, integrate directly with ModMed, and automate both patient and provider communications. Most importantly, they aimed to drastically increase their conversion rates and reduce the time from referral receipt to booking to under five days.

The Solution – A Seamless Integration

The transition to ReferralMD was defined by a highly supported implementation process. Brin Grant, Front Office Manager at AOSM, noted that the platform didn’t just add a new tool, it improved the way the team functioned:

“The implementation was smooth and well-supported. The ReferralMD team provided clear guidance, training, and ongoing assistance to ensure our staff felt confident using the platform from day one. The system integrated well into our existing workflows, minimizing disruption and allowing our team to quickly realize its benefits.”

Quantifying the Impact

By automating manual processes and leveraging real-time analytics, AOSM didn’t just meet their operational goals, they shattered them. The practice successfully integrated with ModMed and fully automated their patient communications, ensuring that new referrals are engaged instantly without manual intervention. This shift has led to an incredible 95% referral conversion rate, ensuring that nearly every lead results in a scheduled visit.

Perhaps most impressively, AOSM overhauled their speed of care. While their initial goal was to book appointments within five days of receiving a referral, they are now consistently booking patients in less than one day. This rapid turnaround is supported by a system that allows for total accountability. As Brin explains, “The system is set up in a way that one team member can follow a referral from start to finish, or a referral can be worked by a team – either way allowing for the same, easy to follow, trackability.”

Data Driven Success

For AOSM, efficiency is backed by hard evidence. ReferralMD’s analytics dashboard allowed the leadership team to move away from guesswork and toward measurable operational consistency.

“We lean heavily into measurable data to ensure our workflows are efficient. ReferralMD’s analytics are easy to use and provide all our data in one easy to see dashboard… This has contributed to improved turnaround times and overall operational consistency across our offices.”

A Partnership Built on Support

Beyond the software, the relationship between the AOSM and ReferralMD teams became a cornerstone of their success. Brin highlighted the responsiveness of the support team as a key differentiator:

“Communication with the ReferralMD team has been consistently positive. Whether during onboarding, or routine support, their response time has been almost immediate. Their answers are clear and concise, and they genuinely want us to succeed.”

That’s when we partnered with ReferralMD, and the results have been remarkable.

Final Verdict

By choosing ReferralMD, Atlantic Orthopaedics has achieved a 95% referral conversion rate and ensures that patients are booked in less than 24 hours. They have successfully moved away from administrative “busy work,” allowing their staff to return their focus to what matters most: patient care.

 

Since 1987, Atlantic Orthopaedics & Sports Medicine (AOSM) has served as the Seacoast’s premier provider of world-class musculoskeletal care across Portsmouth and Dover, NH, and York, ME, featuring a team of board-certified, fellowship-trained physicians dedicated to helping the community return to pain-free motion. The organization provides a comprehensive, turnkey experience through on-site diagnostics, rehabilitation, and same-day procedures at the state-of-the-art New England Center for Orthopaedic Surgery. By utilizing advanced technologies such as robotic-assisted surgery and high-resolution imaging, AOSM ensures high surgical efficiency and faster recovery times, combining clinical innovation with a dedicated local focus to help every patient reclaim an active lifestyle. For more information, go to https://www.atlanticorthopaedics.org/