Five steps. One clinical team.
From identification through coordination, Robinhood Health runs the full screening lifecycle as the clinician of record. Partners send us a patient list. Our physicians order the test. Our nurses close the loop. Results document back to the partner's EHR.
Who needs a screening, and why.
The first step is surfacing the members with open care gaps. It looks simple. It is the hardest part.
The mechanics
Partners send us a patient list via secure file transfer or API. For each member, Sherwood queries Carequality and Commonwell—the national health information networks that Epic, Cerner, and athenahealth already participate in—to pull a complete clinical history: diagnoses, procedures, lab results, medications, allergies, immunizations, and family history.
Our clinical decision support engine then evaluates each member against USPSTF and HEDIS rules for colorectal cancer screening, diabetes control, and kidney health evaluation. Eligible members with open gaps surface as CDS alerts with severity, clinical reasoning, and a recommended screening action.
What the partner sees
A confirmation that the file was received. A cohort readout showing how many members in the submitted list had an open care gap for each measure, and the reasons members were excluded (already screened, on a contraindication list, outside eligibility criteria).
No member is contacted without an identified open gap and an auditable clinical reason. If a member has already been screened elsewhere, we see it, we skip them, and we document why.
The appointment comes home.
Members identified as eligible receive outreach and, after physician sign-off, a CLIA-certified test kit shipped to their home.
The mechanics
Our AI-powered nursing assistant Mariann conducts outreach via SMS—the channel Medicaid members actually use—in English or Spanish based on member preference. She verifies identity by date of birth, walks through clinically validated pre-screening questions, and handles the logistics of kit delivery.
For colorectal cancer screening, the pre-screening questionnaire identifies members who are high-risk and should be routed to diagnostic colonoscopy instead of a FIT kit. This is a clinical safety feature that passive mail programs do not have.
What the member experiences
A text message from a phone number identified as coming from their clinic. A short conversation in their preferred language at their own pace. A kit arriving a few days later with simple instructions. A postage-paid envelope to return the sample.
No app download. No patient portal. No office visit. No form to fill out online.
A licensed physician signs every order.
No test ships and no result is reported without a licensed physician reviewing the record. This is the core of what it means to be a contracted clinical service, not a vendor tool.
The mechanics
After a member completes pre-screening, the order advances to a clinical task in the medical director's queue with a 48-hour due date. The task contains the member's screening responses, relevant clinical history, risk classification, and the recommended action.
The physician reviews and either approves the order (which triggers kit shipment) or redirects to diagnostic follow-up (which triggers a different care coordination workflow). Upon approval, the member receives an SMS confirmation that their kit has been authorized.
The clinical responsibility
Every signed order carries the clinical responsibility that goes with a physician's signature. Our medical group is the ordering provider of record for UDS and HEDIS documentation. Members know a doctor—not a chatbot, not an algorithm—has reviewed their information and authorized the test.
When lab results return, the same workflow runs in reverse: results ingest into Sherwood, the physician reviews, and abnormal findings trigger the follow-up pathway described in step four.
Abnormal results do not wait in a queue.
The gap between a positive screening result and a diagnostic workup is where screening programs fail. Closing that gap is our explicit operational priority.
The mechanics
When an abnormal result comes back, the medical director reviews and initiates a structured follow-up workflow. The member receives an SMS letting them know their results are in and their provider would like to schedule a follow-up conversation. The member chooses video or phone. Sherwood queries real-time provider availability and offers 15-minute slots for the next seven days.
The member picks a time by conversational SMS ("Monday at 2pm"), the system confirms the slot is still available, and the appointment is booked.
Closing the loop
For positive FIT results, we coordinate with contracted in-network gastroenterology practices and track diagnostic colonoscopy completion to resolution. For elevated HbA1c or abnormal ACR findings, we escalate to the member's primary care team with a structured summary and recommended action.
The partner receives notification of every abnormal result and the follow-up disposition. Nothing falls through the cracks because nothing leaves the system without an owner and a due date.
The record documents to the measure.
A screening only counts when it's documented to the partner's measure of record. We make sure every completed screening lands cleanly where it needs to be.
The mechanics
Completed screenings generate structured chart notes with the CPT and LOINC codes that UDS and HEDIS use: COL-E and GSD and KED for UDS-reporting FQHCs, COL and HBD and KED for HEDIS-reporting Medicaid plans. Documentation writes back to the partner system via the intake path they already use—HL7, flat file, FHIR, or plan-specific API—configured once at onboarding.
What the partner gets
UDS and HEDIS measure credit without reconciliation work. A monthly dashboard covering reach, completion rate, result distribution, and gap closure by clinic, product line, or geography depending on the partner type. A quarterly business review with cohort analysis and a forward impact estimate. An NCQA-ready audit trail of every clinical decision and every touchpoint.
The work is done. The measure is credited. The member is connected. The cycle repeats next measure year.
Want to see it in practice?
A 30-minute walk-through covers the end-to-end flow against your specific population and measure priorities. No slides. Just the work.
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