When a workers’ compensation patient has plateaued in standard treatment after a brain injury, the next question is often a practical one: how quickly can they actually start a more intensive program?

This is one of the most common things referring physicians and case managers ask before submitting a BIRP referral. The short answer is that the process from referral submission to program start is generally straightforward, and Convivio Health’s intake team is structured to move quickly once a referral arrives.

Here is what to expect at each stage.

What Happens After You Submit a Referral

Once a referral is received, Convivio Health’s intake team reviews the clinical information provided. The team contacts the patient or the referring office, typically within one to two business days, to schedule an intake evaluation.

The intake evaluation is the step that confirms program fit. It includes a clinical review of the patient’s current presentation, functional limitations, and goals for return to work. This is also when the care team meets the patient and begins orienting them to the BIRP program structure.

From referral submission to intake evaluation, most patients are seen within a week to ten days, depending on documentation availability and the patient’s schedule.

What the BIRP Program Structure Looks Like

Convivio Health’s Brain Injury Rehabilitation Program is a structured, 40-day intensive program. Patients attend six hours per day, five days per week, across a concentrated treatment period designed to maximize neurological recovery and functional progress.

The 40-day structure is not arbitrary. Consistency and repetition across a full treatment block allows the care team to build on gains session by session, rather than managing the gaps and regression that often come with spread-out scheduling. Referring physicians frequently note that patients make more measurable progress in a focused eight-week block than they had in months of episodic therapy.

The program brings together rehabilitation medicine, physical and occupational therapy, neuropsychology, and behavioral health under one clinical team, all coordinating on a shared care plan.

What Information Speeds Up the Referral Process

Having the right documentation ready when you submit a referral reduces back-and-forth and gets the process moving faster.

The most useful information to include is the patient’s most recent clinical notes, imaging reports if available, a summary of treatments tried and outcomes to date, and the current workers’ compensation claim number. L&I authorization information, if already in process, is also helpful.

If L&I authorization is not yet in place, Convivio Health’s team can assist in navigating that step. For referring physicians who have submitted referrals before, the process is typically familiar. For those who are submitting for the first time, the intake team can walk you through what is needed.

What Factors Can Affect Timing

The most common variable in the timeline is documentation availability. Patients with complex claims or multiple treating providers sometimes have records spread across several systems. Having key records in hand before submitting the referral tends to compress the intake window significantly.

L&I authorization can also be a timing factor, though this varies by claim. Convivio Health’s team is experienced in working with claims coordinators and case managers to get authorization in place without unnecessary delay.

Patient scheduling availability matters as well. Because the BIRP program runs at six hours per day, patients need to plan around other commitments, transportation, and any overlapping treatment. The intake conversation addresses this directly so that program start aligns with what is realistic for the patient.

How to Submit a Referral

Referrals can be submitted online through the Convivio Health referral form, or by contacting the intake team directly. The referral page includes fields for clinical details, claim information, and preferred contact method for follow-up.

If you have questions about whether a patient is a candidate before submitting a formal referral, the clinical team is available to speak with you. A brief conversation at that stage often confirms fit or clarifies what documentation would be helpful, which saves time for everyone involved.

Submit a referral or visit the BIRP program page to learn more about the program and what to include in a referral.

Have questions about the BIRP intake process or whether a specific patient is a candidate? Contact the Convivio Health team and the clinical team will follow up promptly.