Organizations using Denticon with multiple PGIDs configured, will now be able to manage referrals between organizations (PGIDs) within Denticon. For example, an organization may have PGIDs where their general dentistry providers are assigned and separate PGIDs for managing specialty care. The feature will find a provider based on the specialty and direct the referral into the appropriate PGID. 'Referred To' providers will receive demographic and clinical details from the source PGID without having to re-enter data. When the referral case is completed, the 'Referred By' provider will receive the referral report via the restorative chart of the patient they referred.
Setup Prerequisites
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Go to Setup>Misc Setup>Basic> Referral Reasons and ensure referral reasons are configured.
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Go to Setup>Providers>Provider Setup and ensure providers are configured with an accurate Specialty selection.
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Go to Setup>Offices>Office Setup to ensure the correct zip code is entered for the office. (Part of the referral selection criteria is to compare the distance from the patient’s home address to the respective offices that a provider works at.)
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Go to Reports->Advanced Custom Letter and create a new ‘Referral Form'. Configure ‘Referral Forms’ in each of the PGIDs that will be sending or receiving referrals to another PGID in their organization.
Initiating a MultiPGID Referral
- The Restorative Chart page will now have a button labeled ‘Refer To' on any of the chart tabs (Pre-existing, Completed, TxPlans).
- Click the Refer To button to initiate the referral process. Selecting a TxPlan item is not required to initiate this referral use case.
- Select either a specific Specialty or enter a Provider name. Providers across the MPGID group will be listed based on their distance from the patient’s home address.
- Select the appropriate provider.
- Enter referral details in the referral overview window that pops up.
- When completed, click ‘Continue’ to proceed.
Note: Providers of the current PGID will not be included in this search as that would be considered an internal referral.
Create New Referral Screen: Overview
Clicking "Continue" on the referral overview window will bring up the create new referral screen. Based on the organization's guidelines for what should be included, the user should complete the optional selections on the page:
- The “Perio Chart” dropdown will allow a perio chart of a selected date to be included as part of the referral report.
- The “Medical Alerts” dropdown will allow information from the selected medical history date to be included as part of the referral report.
- The “Attach Progress Notes” will allow selected Progress Notes to be included as part of the referral report.
- The “Referral Attachments” will allow the user to choose files from a local drive or scan a document to be included in the referral report.
- The “Launch Apteryx” will launch Apteryx for the selection of images to be included in the referral report.
- The “Referral Form” dropdown will display letter templates that were setup with the ‘Referral Form’ designation; select the appropriate template to include in the referral.
- The “Treatment Plan” selection will be empty if no Treatment Plan items were selected on a previous step while initiating the referral. If Treatment Plan items were selected, then those services will be included in this section.
- The “Referral Reason” section will be populated with the selection that was made on the prior step when initiating the referral case.
Note: All selections are optional, however the selection of Medical Alerts will always default to the most recent medical history present.
Once the Create New Referral page has been completed based on customer guidelines, click ‘Send Referral Request'’ and the referral will be submitted to the selected provider in the PGID of the selected provider. Upon successful sending of the referral, Denticon will re-direct to the Referral Management page and display the created referral under the ‘External-Outgoing’ tab. This marks the completion of the referral creation from the ‘Referred By’ PGID.
Receiving a MultiPGID Referral
The "Referred To" provider will receive a notification of the new referral in a Tickler message. MPGID Referrals will be managed from the ‘External-Incoming’ tab of Referral Management. (See screenshot above.) The actions available on the 'External-Incoming' tab can be found in more detail here:
What is Denticon's External Referral- Incoming Feature? (zendesk.com)
The user can click the report icon to get an overview of the information coming in with the referral. The user can also update the status of the referral from this screen.
Patients will start without a Patient ID. When the user clicks the Patient Name link a process similar to the online registration process is initiated.
Denticon will bring in all demographics and insurance data from the source PGID. Since the Ins Plan IDs in the source will not match the destination PGID, Denticon will show the Group # and Carrier name so that the user can search for the appropriate plan in the current PGID.
Once the patient is added into the system, the office will be able to click the scheduler icon to schedule the patient's appointment as well as the contact icon to keep track of the office's attempts to contact the patient.
When the office has completed treatment and is ready to send a report back to the 'Referred By' provider they can click the envelope icon.
This step is similar to the Create Referral step, all the same selection options are available. Once all appropriate information is accomplished, the user will click ‘Send Referral Report’. This will initiate an update to the Referral Management grid of the ‘Referred By’ PGID. The Provider who initiated the referral will receive a tickler message with instructions to review the Referral Report that is now available. The Provider can navigate to the Restorative Chart to review the report. A new tab named ‘Referrals’ is added which can be used to view the reports associated with any given referral.
Comments About Data Sent Between PGIDs:
- Medical History: Denticon is unable to insert medical history items into a PGID (because their database references might be different) the medical history information is only included on the referral report. The medical history items that are shared will need to be manually entered into the recipient PGID.
- Progress Notes: Progress Notes as part of the referral report are not intended to be inserted into the progress note history for that patient in the recipient PGID. Any Progress Notes included on a referral report are purely informational for the recipient PGID.
- Perio Charts: Perio Chart information as part of the referral report is not intended to be inserted into the perio chart history for that patient in the recipient PGID. Any Perio Charts included on a referral report are purely informational for the recipient PGID.
- Apteryx images: The inclusion of Apteryx images as part of the referral report are not intended to be inserted into the Apteryx image history for that patient in the recipient PGID. Any Apteryx images included on a referral report are purely informational for the recipient PGID.
- Treatment Plan items: the treatment plan line items, if selected, will not be inserted into the treatment plan of the recipient PGID; they will be referenced on the report and a user will need to enter them into the recipient PGID if that is desired.