Denticon's External Referral- Incoming Feature allows providers outside of the office's organization to digitally enter in a referral form for a patient they are referring to the office. This feature will also send a referral report upon completion of the referred treatment to the referring provider.
Website Link
As with Online Registration, where an office adds a link to their website that points towards the Denticon registration page, this feature also introduces a new external web page.
The link can be found under the Help->Download and Links> External Referral Link.
Example: <!-- Denticon External Referral Link -- S T A R T --><a target='_blank' href='https://ereferral.yourdentistoffice.com/?P=xxxx&newref=1' > <b>Denticon External Referral</b></a> <!-- Denticon External Referral Link -- E N D -->
Denticon Provider Setup
A new field is added to Provider Setup that stores the email address of a given provider. When a new referral is created an email will be sent to this address to alert the provider of the new referral entry.
eReferral ID for External Provider
With the original introduction of the Referral feature into Denticon, the concept of an eReferral ID was created to verify the identity of the dentist who is sending/receiving information. The eReferral ID allows both offices to have a secure and fully digital experience.
Referral Management page: External-Incoming
This feature introduces a new tab on the Referral Management page with the title "External-Incoming" The toolbar icon will show the total number of incoming referrals that need attention.
External-Incoming Grid Guide
Referral Date - The date of the referral.
Patient Name- The name of the patient.
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If a PatID is present, clicking the name will redirect to Patient Overview.
If PatID is not present, clicking the name will search for identical patients.
Referred To Provider- Name of the Denticon provider that this patient was referred to.
- This field is editable; if a referral case needs to be assigned to a different provider then clicking the ‘pencil’ icon will allow selecting a different provider.
Referral Reason Code- The referral reason code that was selected during entry of the referral case.
- This field is not editable. Clicking the “info” icon will reveal the reason description and the tooth/surf/area of mouth that was entered by the referring from provider.
- Referral Reason Codes are customer definable; they are setup in Misc Setup under a new entry named ‘Referral Reasons’.
Appt Date- Appt Date when the ref case is scheduled. When a referral case is linked to an appointment then the appt details display in these columns.
- In order to schedule from the referral grid, the PatientID must be established.
Appt Time- Appt Time of the linked appointment.
Appt Op- Appt Op of the linked appointment.
Referred By-The name of the provider that created the referral case.
- Not editable.
- This grid will only show cases created via the ereferral page created for this feature.
Incoming icon- During creation of the referral, if attachments were added then a ‘paperclip’ icon will be visible; the ‘document’ icon will display a predefined referral report.
Outgoing icon- Once a referral case has had a report created by the Denticon provider, then a ‘document’ icon will be visible here.
Calendar icon- The calendar icon will be disabled until the PatID is created. Once the PatID is present use the icon to schedule an appointment that links to the referral case. Once an appointment is scheduled the icon will be disabled again.
Phone icon - The ‘phone' is used to enter/update tracking details.
- Click the ‘phone’ icon to make a new entry.
- Click the ‘info’ icon to see contact tracking history.
Mail icon- When the Referred To provider is ready to send a report back to the referred by provider, the mail icon is clicked to access the page where the referral report can be built.
Delete- Use this if a referral needs to be deleted. Once started, a referral cannot be deleted.
Add Referral
The button labeled ‘Add Referral’ will allow a Denticon user to manually enter a referral on behalf of an outside dentist. This feature allows for cases where an outside dentist gives the patient a paper referral slip. However, in order to send the digital report back to the original dentist someone from the office will need to contact that dentist and encourage them to take a few minutes to become “e-verified” so that they can receive the final report via the eReferral portal.
Send Referral Report
Once the specialist is ready to report back to the ‘referred by’ dentist, clicking the ‘mail’ icon from the referral grid brings the user to this page. This page allows the office to select whether any Progress Notes or Images from Denticon should be included as part of the report. The Referral Form selection in the upper right corner is a new feature that connects to the Advanced Custom Letter feature. These letters can support embedded images.
To create a new referral form:
- Reports>Advanced Custom Letter
- Click Add New
- Set letter type as "Referral Form"
Once the office has completed adding any details that are deemed necessary, clicking the ‘Send Referral Report’ button will trigger an email to the referred by provider.
Referral Form
One of the more important aspects of this feature is the ability to send a letter back to the ‘referred by’ dentists that includes embedded images (xrays or photos).
To set up a Referral Form, navigate to Reports->Advanced Custom Letter
Select ‘Referral Forms’, then click ‘Add New Letter’ to establish the letter content that will be included in this referral form.
If the Referral Form contains the #PAT_LEDTRAN# data tag, then when the user is completing the referral form letter, Denticon will prompt for a date range and the letter will include ledger items (charges) within that date range.
Letter Data Tags
The following datatags have been created specifically for this feature: