Healthcare · Zoho partner in the USA · Los Angeles
Faxes, emailed orders and website requests land in one intake queue, each with an owner and a status.
Referrals reach most US practices through three or four doors at once, and the ones that slip are usually sitting in a fax tray or a shared inbox. Led from Glendale, near Los Angeles, our certified Zoho Advanced Partner team builds the front and back office around your EHR: referral tracking, intake packets, benefits checks, scheduling, reminders and claim follow-up, so clinicians spend the day with patients instead of chasing paperwork.
Advanced PartnerCertified Zoho consultants
01Which one are you?
A three-provider clinic, a home health agency and a billing company all live on referrals, payers and appointments, but each one breaks in a different place. Pick the closest match to see how we usually set Zoho up for it.
02Walk the clinic
Through six rooms, in most practices we work with. The floor plan below follows one sample patient from the referral desk to the billing office. Tap a room to see which Zoho app runs that step, who touches it, and what stays inside your EHR.
Room 1 · Referral
The fax service drops it into a referral inbox as a PDF, and Zoho CRM opens a referral record with the referring office, reason and received time. Website requests come in through Zoho Forms and land in the same queue, so nobody keeps a second list on paper.
Zoho CRM
Zoho FormsRoom 2 · Intake
A text and email link opens the intake packet: demographics, history questions, insurance card photos. Consent and financial policy are signed in Zoho Sign, and a missing page shows on the referral as Docs missing until it comes back.
Zoho Forms
Zoho SignRoom 3 · Eligibility
The verification task shows the payer, plan and member ID taken from the card photos. The coordinator runs the check in the payer portal or clearinghouse and records copay, deductible left and whether prior authorization is needed. Authorization numbers and approved visit counts live on the same record.
Zoho CRM
Zoho CreatorRoom 4 · Scheduled
Scheduling picks a provider by location, specialty and payer panel. Zoho Bookings sends a confirmation and reminders, and a no-show gets a rebooking message the same afternoon. The referring office gets a short note that their patient is booked.
Zoho BookingsZoho CRMRoom 5 · Visit
Charting, orders and prescriptions belong in your EHR, and we leave them there. Zoho only needs to know the visit happened, was cancelled or became a no-show, which moves the referral forward and closes the loop with the referring provider. Video visits use the same booking flow.
Zoho BookingsZoho CreatorRoom 6 · Billing
Claims still go out from your billing system. Denials and unpaid claims come back into a follow-up queue with reason codes and owners, patient balances are invoiced from Zoho Books, and a weekly board shows referrals, visits and dollars outstanding by location.
Zoho Desk
Zoho Books
Zoho AnalyticsSample clinic and patient. Room names, steps and owners follow your own workflow once we map it with your front office.
03Referral and intake router
Pick how a referral reaches you and which service it is for. The router writes the routing slip we would set up in Zoho: the queue, the owner, a first-contact target and the intake checklist that must be done before the first visit. Everything here is sample logic that we tune to your payers and programs.
Routing slipSpecialty intake queue
SampleBefore the first visit
Runs in
04Recommended Zoho stack
Fewer than people expect at the start. A single-location practice can run referrals, intake and scheduling on four apps. Portals, help desks and reporting earn their place once you add programs or locations, and that is usually the point where one Zoho One licence costs less than buying apps one by one.
Small practice
Zoho CRMReferrals, referring offices, recallsZoho FormsNew patient packet and web referralsZoho BookingsSelf-booking and remindersZoho SignConsents and financial policyGrowing group
Zoho CreatorAuthorizations, waitlists, outside-provider portalsZoho DeskPatient questions and claim follow-up queues
Zoho RecruitHiring clinicians and credentials on fileMulti-location
Zoho OneEvery app above under one licence and one adminZoho AnalyticsReferral conversion and aging by siteZoho BooksPatient balances and per-site accounting
Zoho PeopleShift rosters and license renewal reminders05HIPAA, honestly
Many do, with the paperwork in place first. Zoho offers a Business Associate Agreement on request, and that agreement names the Zoho services it covers. Zoho also calls HIPAA a shared responsibility: it secures the platform, and the practice configures and documents how the apps are used. We configure access and audit trails; your compliance team signs off.
Zoho’s part
What we configure
Your compliance team signs off
We build and test with sample records wherever possible, so real patient data enters the system only after your team approves the setup. Elite Tech Global holds no HIPAA certification, and HHS does not certify software either. What counts is how your practice sets up and uses the tools.
06Moving from
Rarely one big system. More often it’s a referral spreadsheet, a fax inbox, a general-purpose CRM the marketing team picked and a form tool nobody owns. We bring the useful history across, retire the extra logins and leave your EHR exactly where it is.
Referral spreadsheetsOpen referrals, referring offices and status columnsZoho CRM
SalesforceReferral sources, accounts, cases and tasksZoho CRM
HubSpotContacts, deals used as referrals, email listsZoho CRM
Typeform and other form toolsIntake questions, logic and past responsesZoho Forms
CalendlyEvent types, provider hours and buffersZoho Bookings
DocuSignConsent templates and signer orderZoho Sign
QuickBooksPatient balances, vendors and chart of accountsZoho BooksHow a move to Zoho runs →Our Salesforce move plan →Our HubSpot move plan →
07Licence cost
It depends on headcount and on how many apps you switch on. Zoho One runs $37 for each employee monthly when paid annually, but only when every employee is licensed. Picking separate apps means paying per user or per organization for each one. Set your numbers and the cheaper route is marked.
Only the apps you picked
$0a month
Cheaper hereZoho One, all employees
$0a month
Cheaper hereEvery figure here is a Zoho list price for American accounts, in dollars and before sales tax. Forms and Books are priced per organization; CRM, Bookings, Sign, Creator and Desk per user. Zoho One also offers flexible users at $90 a month each, billed yearly. Payer rules and BAA scope can change which edition you need, so we confirm each licence line against your compliance plan before you order.
08Three ways in
Pick by how much of the patient path you want running in Zoho on day one. You can start small and add rooms later; nothing in the first package gets thrown away.
For practices losing track of incoming referrals
Priced once: our fixed fee is part of the signed BRD, agreed before your first referral is imported.
Most practices start here
For clinics that want intake to booking in one place
The BRD you sign fixes our fee and lists every form, consent and reminder we build.
For groups running several locations or programs
Our fee for all sites is one number in a signed BRD, with each location’s go-live dated.
The first call is free. Larger groups sometimes need a paid scoping session before the BRD, and you get its price before it is booked.
Behavioral health · United States
Zoho CRM handles the leads, and a Creator portal gives external assessors their own view.
Shown with myHHBS’s permission. We keep the picture simple on purpose: client systems, and the data inside them, stay confidential.
Read the case study →09How we start
With your front desk, before any software. We spend time with whoever answers the fax and the phone, because they know where referrals get stuck better than any report does.
10Questions from practices
HIPAA, EHRs, fax, eligibility, reminders and price. If yours is about a specific payer or program, bring it to the call and we’ll walk through it with your workflow on screen.
Yes, once a Business Associate Agreement is signed. Zoho provides its BAA on request, and the agreement lists which Zoho services it covers, so patient data should only go into those. Zoho describes compliance as shared: it secures the platform and the practice configures and documents its own use. We configure access and audit trails; your compliance team signs off.
No. Charting, orders, prescriptions and claim submission stay in your EHR and billing software. Zoho runs the work around them: referrals, intake packets, benefits checks, scheduling, reminders, patient questions and claim follow-up. Syncing visit status or demographics between the two is scoped as an integration in the BRD when the EHR offers an API.
For 10 staff on Zoho CRM Professional, Bookings Premium and Sign Standard plus one Zoho Forms Premium account, Zoho licences come to about $510 a month billed yearly. Zoho One for the same 10 employees is $370 a month, which is why we price both routes. Our setup fee is separate, fixed and stated in a signed BRD.
Yes. Most online fax services deliver each fax as an email with a PDF, so we point that inbox at Zoho CRM and every fax opens or joins a referral record with its received time. A coordinator still reads the pages and fills the key fields, and the queue shows anything nobody has touched yet.
Eligibility checks usually run through your clearinghouse or the payer portal. In Zoho we turn each check into a task with fields for copay, deductible and prior authorization, so nothing gets booked before benefits are confirmed. Connecting a clearinghouse API directly is possible as scoped integration work.
Yes. Zoho Forms works in any mobile browser, with save and resume for long packets and card photo uploads. Zoho Forms Premium adds HIPAA support features, encrypted forms and an audit trail on each record, and consents can be signed in Zoho Sign as part of the same packet.
They can be, if they say very little. We write reminders that give the time, location and a link to confirm, without a diagnosis or visit reason, and your compliance team approves the wording and the patient consent language before anything goes out.
Yes. Denied and unpaid claims can come into Zoho Desk or a Creator app as a worklist with reason codes, payer, age and owner, and Zoho Analytics shows aging by client practice. Claims are still created and submitted in your billing software.
Yes. We store each clinician’s license states and the patient’s location at booking, and routing rules only offer appointments with clinicians licensed there. Video visit links, consent and reminders run through the same booking flow.
Zoho accounts opened by US organizations on zoho.com sit in Zoho’s US data centers. During setup we confirm which data center hosts your account and limit which roles can export records.
That turns on how many locations, service lines, forms and integrations are in scope. The signed BRD gives every step a date, including the sample-record testing round and the day real referrals start flowing in.
11Let’s talk
Book a free consultation with Elite Tech Global. We review your Zoho, AWS, Shopify or WordPress setup, show where AI / SI agents can save time, and agree the next step. If we work together, every requirement and a fixed price go into a signed BRD before the build starts.
Real people, one team. Led by co-founders Ikramul Karim and Khris Kakosimidi, and a 40+ member team across Zoho, AWS and AI.
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