How can I understand the setups for fields of my External Referral Link?

Introduction:
This guide will review the different fields of the External Referral Incoming Form that providers who refer to your practice will fill out. Providers who fill out this form can be setup via Setup [dropdown menu] Referrals > Referrals. (We sometimes refer patients to other providers in different dental offices. How do we enter a referral source?)

Process description:
Once the entry above is complete and the provider has both an email address and an eReferral ID, they can be provided with a link from Help [dropdown menu] > Downloads and Links as long as your Denticon account has been activated for the External Referral Link permission.

Prerequisites:

1. The referring provider must be entered in the PGID they are referring to as a Referral Source.
   • Provider on the referring practice sending the patient to your Denticon account must have an email address and an eReferral ID to sign into the portal.
   • This setup is controlled via Setup [dropdown menu] > Referrals > Referrals.
2. Your account must be setup for receiving External Referrals Incoming.
   • Press 'Copy Direct Link' to provide the external office with a link to your PGID wide external referral portal. 
   • OR...
   • If you have not requested this site feature previously and do not see a section for External Referral Link in the Help [dropdown menu] > Downloads and Links page, please submit a support ticket to request an activation for External Referral Incoming Activation with you PGID. Please note that once activated for one office, this will be activated in all offices. 

4. Within Provider setup, there is Referrals tab that allows users to control which offices that Provider should be available at for referrals.

Step-by-step instructions:

Once a provider is sent the External Referral Link, they can enter it into an Edge/Chrome browser and enter their email address and an eReferral ID exactly as they appear in the Setup [dropdown menu] > Referrals > Referrals menu.

Patient Referral page

1. Specialty = This limits the offices and providers the referring office can choose from. The options available are determined by Setup [menu] > Provider > Provider Setup > select provider > Info tab > Specialty Field.
2. Office = Based on the offices providers are assigned to under the selected Specialty. The options available are determined by ALL providers with the same Specialty entered under Setup [menu] > Provider > Provider Setup > select provider > Info tab > Specialty Field.
3. Specialist Name = This shows providers in the selected Specialty/Office combo. Again, The options available are determined by Setup [menu] > Provider > Provider Setup > select provider > Info tab > Specialty Field.
4. Referral Reason = The reason the provider is sending the patient to your practice. The options available are determined by Setup [menu] > Misc Setups > Referral Reasons. This menu allows you to assign referral reasons for all offices in the PGID by Specialty.
5. Tooth Number/Area = No special selections, this is available as the teeth to treat by clicking the [...] to select data to include.
6. Referral Note = Free text area to send up to 1,000 characters of text to the office for review of the patient's care.
7. Attachment = A place for offices to upload a file up to 10 MB in size for review by the practice in any of the following file formats: GIF, JPG, JPEG, PNG, or PDF
8. Continue = Moves user to the next page to enter more patient demographic data (Patient Personal Information page).

Patient Personal Information page

1. Birthday = The patient's date of birth; referring providers will need to enter it in MM/DD/YYYY format.
2. First Name = Patient's Full First (Legal) Name
3. Last Name = Patient's Full Last (Legal) Name
4. Address = The #, Street, and Apartment Number of the patient for billing.
5. City = Name of city for billing address of patient.
6. State = Selection of drop down of billing address for patient.
7. Zip = 5-digit Zip code of billing address for patient.
8. Email = Valid email address for patient. The @ sign must be added manually.
9. Phone = 10-digit phone number for patient. Dashes added automatically.
10. Cell/Home/Work = Selection for the type of patient phone number provided.
11. Previous = Return to Patient Referral page + Continue = Moves user to next page to enter medical alert data (Medical Alerts page).

Medical Alerts page

This page populates the same Medical Alerts from your Setup [menu] > Medical Setup > Medical Alerts page. If the user clicks No to All Med Alerts the page will populate as all "N" or no answers. 

Pressing Previous will return the user to the Patient Personal Information page. Press Save transmits the form and cannot be undone.

Patient Referral Entry Complete page

The user can click the Download button to download a copy of the sent referral for their files or Click here... to submit a new referral within the first 30 seconds on this page.

If a user allows the Patient Referral Entry Complete page to time out on them, they will automatically be brought to the Sign In page and will not have the ability to download their own copy of submitted information.

While your team could still send a copy back to the doctor's office, it is STRONGLY recommended that the referring provider download their own copy here.

Sign In page

If a user allows the Patient Referral Entry Complete page to time out on them, they will be brought here to sign into their practice's referral account. This portal does NOT allow the provider to download a copy of the sent referral. This page is solely for receiving new referrals.

Tips and best practices:
Be sure to communicate to providers referring to your practice what specialty, office ID number, and providers are available and specify they will need to select the specialty, then office ID number, then which provider they want the patient to see.

Signing into the ereferral.yourdentistoffice.com website will not allow providers to download a copy of the referral form they send to you. Be sure to advise them of that they should download a copy from the Patient Referral Entry Complete page. 

Additional information:
How to manage external referrals using the Referral Management Utility

How do I setup 'External Referral' sources?

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