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Referral Management Update

Jeremy Hogate
Updated

Overview

Recent enhancements to the External Referral Portal improve referral intake, documentation, scheduling, financial attribution, and business intelligence reporting. This update streamlines workflows, reduces manual data entry, and strengthens visibility across the entire referral pipeline.

Portal Access

  • Users log in using office email and phone number—no referral ID needed.
  • After authentication, users select Create New Referral Case to begin.

Digital Case Entry

Clinical Detail

  • Select specific teeth and provide detailed referral reasons.

Attachments

  • Upload up to 10 images/documents per case.

Medical Alerts

  • Add patient safety alerts directly in the referral form.

Incoming Referral Pipeline

Centralized Hub

  • All referrals appear in a single, filterable grid.

Pipeline Visibility

  • Track referral statuses (Received → In Progress → Completed).

Paperless Review

  • View all clinical attachments directly in the utility.

Best Practices

  • Use Status Filters daily.
  • Review all attachments before patient outreach.

Scheduling via Calendar Icon

Key Improvements

  • One‑click transition from referral to scheduling.
  • Auto‑populated patient details.
  • Faster conversion from referral to scheduled appointment.

Best Practices

  • Always schedule using the Calendar Icon.
  • Verify auto‑filled contact information.

Automated Financial Attribution

Key Improvements

  • Ledger charges automatically link to the correct Referred To provider.
  • Clinical work ties back to referral sources for accurate ROI tracking.
  • Manual assignment of referring doctors is no longer required.

Best Practices

  • Ensure Transaction Provider matches Referred To.
  • Periodically audit the Ref Dr field.

Business Intelligence Dashboards

Production vs. Volume

  • Identifies top referral sources by revenue, not patient count.

Geographic Analysis

  • Shows where referral revenue originates using Zip Code trends.

Procedure‑Level Data

  • Breaks down which procedures are driven by each referral source.

Best Practices

  • Use the Top 10 list to prioritize high‑value partners.
  • Review Zip Code trends quarterly for outreach opportunities.

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