Every patient-facing workflow — online, inbound, outbound, walk-in — feeds the same intake, routing, and task-assignment layer, so staff work from one queue instead of five systems.
Faxed and eReferral orders are ingested automatically; Canadian-hosted, PHIPA/PIPEDA-aligned OCR extracts the clinical detail needed to route them.
Urgency and procedure classification decide the path: auto-eligible studies book themselves, STAT, MSK, and high-risk BMD studies go to a person, and anything unbooked after 48 hours falls back to manual review.
Confirmed bookings write back to your EHR/RIS and stay in sync with the EMR and PACS your team already runs — no duplicate entry, no reconciling two calendars.
Clinic fax lines route directly into Ruby alongside anything staff upload manually, so every document — regardless of source — lands in one place with full visibility into what’s been processed and what hasn’t.
Requisitions, clinical documents, and admin paperwork all land in the same Documents Dashboard — grouped by site, with a status indicator and the age of the oldest unresolved item on every location card, so a site falling behind is visible at a glance, not discovered later.
OCR-based intake extraction removes the manual data entry staff would otherwise do for every requisition or referral received.
Every document shows a confidence badge — High, Medium, or Low — next to what Ruby extracted, so staff are confirming a reading instead of re-entering one from scratch. A flag on a mismatched field means exactly that: something on the page didn't match what's on file, shown side by side so it's a 10-second check instead of a search.
Book in Ruby finds the next available slot automatically across every location that offers the procedure, the same way your EHR/RIS's own scheduling wizard would. Book Manually keeps staff in your EHR/RIS's own calendar while Ruby attaches the requisition automatically. A third option links a requisition back to an appointment already booked directly in your EHR/RIS — no re-entry, whichever order the work happens in.
When a procedure named on a requisition doesn't correspond to anything in your EHR/RIS's procedure list, it's shown as Unmatched From Requisition for a person to resolve — the same caution applied to low-confidence extractions and version-code mismatches.
An intake summary bar tracks documents in flight by category — requisitions, clinical, administrative, junk, unmatched — with an all-clear banner when active items are within SLA, and a dedicated count for anything stuck in an extraction error.
A load board shows what's assigned to each staff member, who's idle with a backlog, and who has capacity to take on more — so work gets rebalanced before a queue backs up on one person.
Every referring physician is tracked clinic-wide with requisition volume and last-seen date — de-duplicated from the free-text name on any single requisition, so reporting and routing both work off one clean record.