Audit-ready care coordination.

Every client, every provider, every deadline — managed from one platform. Nothing leaves when staff do. Continuity of care stays intact.

  • Compliance evidence tracked and timestamped by client — always pullable, never reconstructed
  • Dashboards and alerts surface risk before audits, not during them
  • Staff leave, records stay — caseloads reassign instantly with full history
Audit-ready records Pull any client file in seconds
Instant reassignment Caseloads transfer, context stays
Live in 2–4 weeks Import, configure, train, go
Begin your transition See the platform
Referra OS — Case Manager Dashboard
Referra OS Case Manager Dashboard showing caseload, compliance alerts, and provider overview
Live case manager dashboard from Referra OS
Audit-ready infrastructure

Your compliance evidence should already be in one place when auditors initiate requests.

Agencies coordinating Medicaid waiver services, counties, and state departments all face the same challenge: scattered proof across spreadsheets, email, and staff desktops. Referra OS centralizes it in one record, on Salesforce.

Pull any client file in seconds

Plan timing, visit history, releases, ICD-10, guardianship — all tracked and timestamped by client. No digging through SharePoint or email when auditors request files.

See risk before it becomes a finding

Dashboards and alerts surface overdue items, expiring authorizations, and missed deadlines so your team fixes problems before audits, not during them.

Staff leave. Records stay.

When a case manager leaves, their client records, communication history, and compliance evidence stay in the system. Reassign caseloads instantly.

Compliance engine

Audit-ready. Every day.

When auditors request files, failures lead to deeper reviews. Referra OS tracks waiver compliance pillars per client — timestamped, scored, and always pullable.

  • 60-day plan mailing, client visits, ICD-10, releases, guardianship, and age 65+ flagging
  • Traffic-light scoring: green/yellow/red at a glance across the full caseload
  • Every action timestamped — evidence that survives staff turnover
See it in action
Compliance Summary — Audit Ready
Compliance Summary showing Audit Ready status with 5 of 5 passing checks
Individual compliance items tracked per client with status indicators
Built on Salesforce

Powered by the world's leading enterprise platform.

No separate servers. No unproven backend. Referra OS runs entirely inside Salesforce's SOC 2 Type II certified, FedRAMP-authorized environment. For executives evaluating platform risk, the infrastructure story is already written.

Salesforce Platform Boundary
SOC 2 Type II
FedRAMP authorized
Encryption in transit & at rest
99.9% uptime SLA
Referra OS
Client records Compliance evidence Communication history Authorization data Support plans Audit trails
HIPAA Compliant Infrastructure
HIPAA-compliant infrastructure BAA included with your subscription
Request a demo
Operating friction map

Agencies and providers share clients, but still work from disconnected systems.

P01

Fragmented records

Support plans live on desktops, provider contacts live on business cards, and compliance data lives in spreadsheets. No single source of truth when the county calls.

Decision latency
P02

Lost continuity at turnover

When a case manager leaves, email threads, spreadsheets, and provider relationship history leave too. The next person starts from partial context.

Operational reset
P03

Scattered audit evidence

DHS can pull 4-8 files with no advance notice. Evidence gets reconstructed from systems that were never built to work together.

Compliance risk

Referra OS gives your agency one shared system of record — built on Salesforce — so continuity of care never depends on any single staff member.

Built for publicly funded care

One operating system from owner-led teams to enterprise organizations.

Referra OS adapts to your org structure. Role-based visibility and access scale with your agency.

R01

Executive leadership

Agency-wide visibility across teams, clients, and compliance metrics. Dashboards surface contract risk, capacity, and staff performance — whether you're a CEO, executive director, program director, or owner wearing multiple hats.

Roles like operational managers and billing staff can be configured with appropriate visibility and access levels based on your org structure.
R02

Supervisors & team leads

Monitor your team's caseloads from one view. Reassign clients, step into any record, and see where compliance risk is rising or where staff need support — scaled to however your agency structures oversight.

R03

Case managers & support staff

CMs get one surface for their full caseload — deadlines, provider coordination, visit tracking, compliance alerts, and plan delivery. Support roles like case aides can handle mailing, document uploads, and compliance logging from the same system.

R04

Providers

A dedicated portal for referrals, authorization tracking, revenue visibility, and on-record collaboration with agency teams — across every relationship, at no extra cost.

System boundary

This is not an EHR. It is your coordination control layer.

Referra OS sits between organizations to coordinate work, preserve continuity, and keep compliance evidence operationally available.

Referra OS handles

  • Referral management and provider coordination
  • Compliance tracking and audit readiness
  • Communication history tied to each relationship
  • Staff handoff continuity and caseload reassignment

Referra OS does not replace

  • EHR or clinical documentation systems
  • Billing or claims processing systems
  • Assessment and care planning tools
  • State systems such as SSIS or MnChoices
How it works

Go live in weeks, not months

Implementation includes data migration, configuration, role setup, and staff training. Your team is live and working in one system — not learning a new process.

1

Import your caseload

Upload clients, plans, authorizations, and provider relationships via CSV. Compliance scoring starts from day one.

2

Activate your providers

Providers get a portal invitation per client relationship. They coordinate, respond to referrals, and track authorizations — no extra software.

3

Run daily operations

CMs work from one dashboard. Compliance alerts, authorization expirations, visit deadlines, and provider messages surface automatically.

4

Pass audits with confidence

Every action is timestamped. Plans, visits, releases, and documents are on the record. When the county pulls files, everything is there.

The platform

One client record. Every deadline, document, and provider — connected.

Every client gets a single record linking demographics, compliance fields, support plans, authorizations, provider relationships, and documents. Accessible to every authorized team member. Permanent.

  • Client demographics, waiver type, guardianship, MA status, and compliance fields at a glance
  • Support plans, service authorizations, and provider relationships linked per client
  • Full activity timeline — who did what, when, across CMs, case aides, and supervisors
  • Compliance alerts and overdue tasks surfaced automatically
Request a demo
Client Record — Michael Rivera
Client detail page showing demographics, compliance fields, activity timeline, and upcoming tasks
Client related records: Support Plans, Service Authorizations, Client Visits, and Compliance Items
Coordination on the record

Coordination that lives on the record — not in your inbox.

Your team already collaborates — just not in one place. Referra OS puts communication where the work happens. Internal staff coordinate on client records, tasks, and compliance items across the platform. Providers and CMs communicate directly on the Service Relationship. Everything is tied to the record it belongs to.

  • Internal collaboration — when your team needs to coordinate on a client, task, or deadline, the conversation happens on the record itself
  • Provider coordination — CMs and providers communicate on each Service Relationship with full context and history
  • Issues tracked in context — raised, assigned, and resolved on the record where they originated
  • Nothing disappears — every conversation stays on the record through staff changes and reassignments
Service Relationship — SR-000232
Service Relationship record showing client Michael Rivera with Lakeside Home Supports, status path bar, and related details
Chatter
EM
Elena Martinez Case Manager · 2 days ago

Hi James — Michael's annual plan renewal is due next month. Can you confirm his current service hours before I submit the updated CSSP?

JK
James Kim Lakeside Home Supports · 1 day ago

He's at 15 hours/week for respite — no changes on our end. Family also requested adding a Saturday session.

EM
Elena Martinez Case Manager · 6 hours ago

Plan updated. Saturday request included in the new authorization — should be processed this week.

EM
Share an update...
Why this matters

Save time. Retain staff. Scale capacity.

Publicly funded care coordination is a high-turnover field. Every hour a CM spends chasing documents or re-entering data is an hour lost. Every departure costs your agency in context, missed deadlines, and recruiting.

35–60
Clients per CM

One dashboard replaces fragmented spreadsheets, email, and state systems. CMs manage their caseload from a single screen.

Zero
Context lost at turnover

Documents, conversations, provider relationships, and compliance records all stay on the client record when staff leave.

Minutes
To pull audit evidence

Every compliance item timestamped and centralized. When DHS pulls files, your team pulls the record — not a filing cabinet.

Instant
Caseload reassignment

Supervisors reassign clients in bulk, take over any CM's caseload, and maintain full visibility across teams — without rebuilding context.

"Our CMs tracked clients in Excel, filed plans on SharePoint, and coordinated with providers through email. When someone left, we'd spend weeks reconstructing their caseload. Now everything is on one record — and when someone leaves, their replacement picks up the next morning without missing a deadline."
AS
Agency SupervisorWaiver Case Management · 400+ Client Agency
Capabilities

End-to-end coordination in one platform

Purpose-built for publicly funded care workflows where staff change, timelines are strict, and evidence must always be pullable.

C01

Caseload & Client Management

Full visibility by CM, case aide, team, and supervisor. Client records, support plans, and service authorizations stay linked, searchable, and current.

Agency operations
C02

Compliance & Audit Readiness

Six pillars tracked per client with traffic-light scoring: plan mailings, visits, ICD-10, releases, guardianship, and age 65+ flagging.

Risk controls
C03

Service Coordination & Communication

Shared workspaces per client-provider connection. On-record Chatter, documents, tasks, and issues replace email threads and phone tag.

Partner execution
C04

Staff Handoff & Continuity

Bulk reassignment, full context preservation, and communication history. When staff leave, the people they served don't experience a gap in care.

Workforce resilience
C05

Authorizations & Support Plans

Units, rates, hours, date windows, and program codes are linked to client, provider, and relationship with built-in expiration alerts.

Service controls
C06

Referrals & Provider Portal

Send referrals to your provider network. Providers respond, you select, and the service relationship is created in one continuous workflow.

Network growth
Who it's for

One platform for agency operations and provider execution

Owners, CEOs, executive directors, and program directors at publicly funded care organizations buy Referra OS to protect contract renewals, reduce operating risk, and improve team performance. Providers use it to coordinate faster and keep communication tied to the record.

01
Primary buyer

Case Management Agencies

From case managers carrying 35-60 clients to supervisors running teams, Referra OS gives your agency one system for compliance, coordination, and continuity - lowering manual work, burnout pressure, and handoff failure.

Caseload command center Compliance scorecards Support plan delivery tracking Visit and deadline tracking Authorization lifecycle management On-record communication history Instant reassignment and takeover Role-based controls (5 permission sets)
02
Network partner

Service Providers

Included provider portal for handling referrals, authorizations, and agency communication in one workspace across every relationship.

Referral inbox and response workflow Authorization and utilization visibility Service relationship workspace On-record messaging with agencies Issue escalation and resolution Profile, coverage, and capacity controls Multi-agency participation No separate provider license fee
Pricing

Tiered pricing aligned to agency scale

Priced by client count for waiver and publicly funded care organizations. Full platform access at every tier. Provider access included.

Starter
Up to 200 clients
  • Up to 10 agency users
  • Full platform access
  • Provider portal included
  • Standard onboarding & support
Contact for pricing
Most Common
Growth
Up to 1,000 clients
  • Up to 40 agency users
  • Full platform access
  • Provider portal included
  • Priority onboarding & support
Contact for pricing
Enterprise
Up to 2,500+ clients
  • Up to 75+ agency users
  • Full platform access
  • Provider portal included
  • Dedicated onboarding & support
Contact for pricing

Annual contracts. Implementation includes data migration, configuration, and staff training. Custom tiers available for larger agencies.

Security architecture

Security your procurement team can defend.

Referra OS runs on Salesforce infrastructure, so your coordination data stays inside an enterprise-grade environment with documented controls, legal coverage, and operational reliability.

HIPAA-ready configurations BAA available FedRAMP-authorized infrastructure

Compliance & legal

  • SOC 2 Type II infrastructure (Salesforce)
  • HIPAA-ready configurations
  • Business Associate Agreement (BAA) available

Access & data controls

  • Role-based access and least-privilege model
  • Encryption in transit and at rest
  • Full audit trails and activity history

Infrastructure reliability

  • 99.9% uptime SLA (Salesforce)
  • No separate servers to operate or patch
  • Enterprise infrastructure governance and controls
FAQ

Frequently asked questions

Learn more about how Referra OS works for case management agencies and service providers.

Schedule a demo

Case management agencies coordinating publicly funded services — Medicaid waivers (CADI, DD, BI, CAC, CFSS), HCBS, housing supports — and the 245D licensed service providers they coordinate with. Agencies from 100 to 2,500+ clients.

Six pillars per client: support plan distribution (60-day rule), client visits (waiver-specific frequency), ICD-10 code requests, releases/ROI, age 65+ insurance flagging, and guardianship documentation. Each tracked with timestamps and proof-of-action.

Provider access is included through participating agencies. Providers activate their portal account to stay connected with all the agencies they work with.

Typically 2-4 weeks. Includes data migration (clients, plans, authorizations, providers), account and role setup, and staff training. You get a dedicated implementation specialist through go-live.

Referra OS runs on Salesforce's SOC 2 Type II certified, FedRAMP-authorized infrastructure and supports HIPAA-ready configurations. All data stays inside Salesforce. A Business Associate Agreement (BAA) is available as part of the agreement.

No. Referra OS is the coordination layer between organizations — referrals, provider relationships, compliance tracking, documents, and authorization management. Not clinical notes, not billing, not assessments. It works alongside MnChoices, your EHR, and your billing system.

Annual contracts, with implementation and support included based on tier. Pilot and monthly options available for early adopters.

See it in action.

Schedule a 30-minute demo. We'll walk through your coordination workflow and show you exactly how Referra OS handles it — caseloads, providers, compliance, and handoffs.

Demo intake Approx. 2 minutes

We'll reach out within one business day to schedule a 30-minute demo.