Skip to main content
Intake Manager is a pipeline view that tracks new patients from first contact through scheduling. It was previously called Referral Management. It now covers every new patient, not just those who arrive with a referral. Any case with an Intake status automatically appears in Intake Manager.
Access: All staff can view and manage the Intake Manager pipeline.

​
How Intake Manager Works

Intake Manager replaces whiteboards and sticky notes with a structured list. Each case sits at a sub-status that shows what step is next. Your front desk can see where every new patient stands without opening individual charts. StrataEMR sets the status of every new case to Intake by default. A new case stays in Intake Manager until you change its status to Active. This keeps new patients visible while you verify demographics, check insurance, and obtain authorization.
Tip: Use Intake Manager for every new patient, including direct access patients and self-referrals, not only patients with a physician referral.
Note: You may still see Referral as a status name in your account. Patients who were in Referral status before the rebrand still appear in Intake Manager, and StrataEMR treats Referral and Intake the same way. Contact StrataPT Support if you’d like your account’s status name updated to Intake.

​
Find Intake Manager

Hover over the person icon in the Patient Menu Bar and select Intake Manager. The view lists every case in Intake status at your selected facility. Clean Shot 2026 10 16 At 10 21 35 AM

​
The Intake Pipeline

Cases move through sub-statuses as they progress toward scheduling. Examples of sub-statuses: Update the sub-status as the patient moves forward.

​
Intake Columns

The list shows the information your team needs to decide what to do next. Authorization on file
Shows whether the case has a valid authorization on file. Use it alongside the sub-status to see whether a patient is ready to schedule.

​
Update a Case from the Intake Modal

Select a case in the list to open the intake modal. From the modal you can:
  • Update the patient status and sub-status
  • Add a note
  • Create a task
  • Send a notification to the patient
You can complete these actions without opening the full case.

​
Intake Banner on a Case

When you open a case with an Intake status, a banner appears with the other case alerts at the top of the page. The banner reads Intake in progress. Open this case in the Intake Manager to track and complete intake steps for this case. Select Open in Intake Manager to go straight to that case’s intake modal. Clean Shot 2026 10 24 At 3 03 05 Pm@2x

​
Create a Case in Intake Status

Add a new patient as you normally would. StrataEMR sets the status to Intake by default, so the case appears in Intake Manager as soon as you save it. You can enter demographics and policy information and begin benefit verification without the patient appearing in your active patient list.
Tip: Cases in Intake status are excluded from Unscheduled Patient tasks. New patients still in the pipeline don’t create dashboard noise.

​
Move a Patient from Intake to Active

When a patient is ready to be seen, change their status from Intake (or Referral, if your account still uses that name) to Active on their Demographics page. The case, policy, and verification details carry over. Nothing needs to be re-entered. The patient then appears in your active patient lists and can be scheduled.