Practice Management

My group does a lot of IR procedures, and 90% of them are at facilities who have cut staff to the point of no longer having a dedicated radiology/IR pre-auth person. Now that duty has fallen to our hospital-based group to get our own pre-auths and send the surgery booking info to the hospital's registration dept. 

We're busy enough that we just hired a second medical assistant to assist with this paperwork process. Now that there are two (and possibly a future third employee), we need an efficient way to manage our paperwork. When it was just one person, she mostly kept track of stuff in her head, but that had its many issues. Both of our employees work from home so we need an electronic task-keeping and tracking method. 

Does anyone currently utilize a solution or have ideas? Preferably cheap or free and easy to implement/learn. 

Essentially, we get referrals from ref doctors by way of phone calls, faxes, emails, smoke signals, etc. We need to collect the ref doctor's H&P, Rx, request lab work, and then manage the auth/pre-cert process. The ref doctors are not willing to do their own pre-certs because that takes staff time for them. After we collect all of the paperwork, we fill out a surgery booking sheet and fax or email it to the hospital. Then we need to confirm the time slot later that day by calling or logging into the hospital system's calendar. Lastly, we call the patient to confirm and remind them about the appt. 

We need a way to keep track of what steps have been done for each patient so that we can easily see what is left to be done. e.g. who needs a booking sheet, who needs to be verified on the hosp calendar, who needs to have their pre-auth sent, who needs to have their pre-auth checked on. 

Thanks!