From referral to report, with a clinician at every decision.

HealthAgency is a governed workflow platform for private MRI, ultrasound and specialist clinics. It takes the inbox-and-spreadsheet work out of referrals, vetting, booking, patient messages and report delivery, and leaves an evidence trail for every step. The software suggests. Your radiologists decide.

Talk about a pilot See how it works

The problem it solves

A referral arrives as a form, an email or an attachment. Someone re-keys it, checks it is complete, asks a radiologist whether the scan is right, finds a slot, chases the patient, and later chases the referrer about the report. Each hand-off is a place for delay, error and missing evidence.

Slow vetting

Radiologist time spent reading incomplete or routine referrals that could be pre-checked and queued.

Lost patients

Invitations, reminders and replies handled by hand, so slots go empty and patients drop out.

Report chasing

Staff chase referrers to confirm a report arrived, with no proof it was opened.

Weak audit trail

Hard to show who decided what, when, and on which version of the information.

How it works

One governed path from first contact to a delivered report.

Referral intakeReferrals arrive from SharePoint, a web form or upload. The text is read into structured fields, checked for completeness and MRI safety flags, and checked for duplicates. Anything unclear goes to a person.

Vetting supportThe radiologist sees a protocol suggestion with the evidence behind it. They approve, decline, redirect or ask for more information. A decline can require a second clinician.

BookingApproved patients get a secure link, hold a slot, and confirm. Reminders and preparation text come from approved templates only.

Patient communicationEvery SMS or email passes one guard that checks consent, quiet hours, daily limits and the stored contact. A STOP reply withdraws that channel immediately.

Report distributionSigned reports are released to the referrer through a secure link with a one-time code. The platform records when the report was actually opened and chases if it was not.

Product tour

The staff console and the patient page, as they look today. Select a picture to enlarge it.

Staff dashboard showing five referral queues with counts and a table of decision points — **Dashboard**The day's queues at a glance: urgent review, needs vetting, needs information, out of scope and ready to book, plus how often each decision point was sent to a person.

Referral page with an open safety task badge and a table of extracted fields with source quotes — **Referral with extracted fields**A referral with its extracted fields, where each value says whether it was stated in the referral and quotes the source. An open MRI safety task is flagged at the top, for a person to deal with.

Vetting page with protocol suggestions and a notice that a decline is waiting for a second radiologist — **Vetting and the four-eyes decline**Protocol suggestions from the clinic's own protocol book, with a plain note that the radiologist decides. A decline waits for a second radiologist, and the person who asked for it cannot confirm it.

Booking list with two invited and two confirmed MRI appointments — **Booking**Invited and confirmed bookings. Patients choose and confirm a time themselves from a secure link.

Message list with scheduled, suppressed and proposed messages and the reason each was stopped — **Messages and the send guard**Patient messages built from approved templates. Before sending, the guard re-checks consent, restrictions and daily limits, and the outcome is shown: scheduled, suppressed for a stated reason, or waiting for a person.

Approvals page with a free-text message and a report release waiting for a decision — **Approvals**Anything that would leave the system waits here. Each decision is tied to the exact content shown, and a release to an unverified referrer can only be approved by an admin.

Reports page with one report waiting for approval and one opened by the referrer — **Report release status**Reports are signed by a radiologist, then released through a secure link. The screen shows whether the link has been opened, and holds a release when the referrer's contact details are not verified.

Privacy page with two subject access requests, their due dates and export buttons — **Privacy requests**Subject access requests with their received and due dates, and exports for each. Rectification, restriction, erasure, retention and legal holds are on the same screen group.

Audit trail table with evidence buttons and a result showing the chain is intact — **Audit trail and evidence**A newest-first trail of who did what, with evidence and summary downloads per entry, and a check that the chain of entries is intact.

Phone-width patient booking page listing available appointment times — **Patient booking on a phone**The patient's page at phone width, after they have proved who they are with their date of birth. No account or app is needed.

Prototype screens on synthetic data only: every name, number and message here is invented. Not in clinical use.

Governed, not just automated

Anything that leaves the system, such as a message, a booking confirmation or a report, follows the same chain. Nothing is sent on a model's say-so.

Proposal→Human approval→Effect→Read-back verification→Signed receipt

Clinicians keep the decisions

The software never clears MRI safety, never downgrades a red flag and never writes patient-facing text with a model. Low confidence or an error always routes to a person.

Unknown means unknown

If a provider does not confirm a send, the platform checks before it tries again, so patients are not messaged twice.

Evidence by default

A tamper-evident audit chain, a record of every decision and its inputs, and signed receipts for external actions.

Privacy built in

Tenant isolation enforced in the database, encrypted contact data, subject access export, restriction, retention and legal-hold controls, and logs that carry identifiers rather than patient detail.

Pick the pieces you need

A small fixed core, with everything else plugged in. A clinic switches on the modules, channels and rules that match its location and specialties.

Feature modules

Referral intake, vetting assist, booking, patient communications, report distribution.

Swappable decision engine

Starts with Jev. Replace it with Microsoft's Decision-1, Laya or another model by configuration. The engine only suggests: policy decides what may happen on its own.

Jurisdiction packs

Wales and England rules as data: residency, retention, language and standards. Add a region without changing the core.

Specialty packs

MRI, ultrasound and musculoskeletal referral templates, protocols and preparation text.

Three deployment profiles: hosted in the UK, inside the clinic's own cloud tenant, or hybrid with references only.

Where it stands, honestly

The platform is built and tested on synthetic data. It is not yet in clinical use.

Area	State
Core, referral intake, vetting, booking	Built
Patient communications (email, guarded SMS)	Built SMS provider not chosen
Report distribution	Built Production malware scanner not chosen
Privacy, governance and observability	Mechanisms built Policies need sign-off
Staff console and public booking and report pages	Built Welsh translation pending
Production deployment and calibration	Next
Claims and insurance	Deferred

Before real patients: a data protection impact assessment, clinical safety assessment (DCB0129 and DCB0160), data processing agreements, penetration testing, radiologist approval of the clinical content, and a period of shadow running alongside the current process. HealthAgency supports these. It does not replace them, and it makes no certification claim.

What a pilot looks like

Start with one clinic, one modality and the referral-to-booking path. Run in shadow first: the platform makes its suggestions alongside your current process, and your team compares them with what actually happened. Switch on automation only where the evidence supports it, with your radiologists setting the confidence thresholds.

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