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- Patient Referral Management
- Who it's for
- Specialty clinics
Specialty clinics
A specialty clinic receives requests from referring providers and needs to know which patient, specialty and priority each request concerns. Patient Referral Management gives the coordinator an intake record and a received queue, while the reviewer can distinguish accepted, declined and scheduled requests. Each later follow-up stays with its referral so a patient with several requests does not end up with one ambiguous list of calls.
How Patient Referral Management is set up for you
Intake
Have the Clinician select the patient and submit the referring provider, specialty and received date after checking their privilege and patient assignment. Mark urgent requests with the available priority value so they remain visible in the working list.
Review
Let the Referral Reviewer check patient context, current assignment and privilege before recording the review decision. A declined case should be clear to the coordinator handling communication.
Visit
Create an encounter for the selected patient and clinician when the appointment is scheduled. Use its arrival and completion states to distinguish booked care from care that has happened.
Follow-through
Enter a due follow-up for the specific referral. Record the completion date and outcome after the contact or review.
A specialty clinic receives requests from referring providers and needs to know which patient, specialty and priority each request concerns. Patient Referral Management gives the coordinator an intake record and a received queue, while the reviewer can distinguish accepted, declined and scheduled requests. Each later follow-up stays with its referral so a patient with several requests does not end up with one ambiguous list of calls.
Start with one specialty and the people who receive and review its requests. Bring in a small set of patients, staff records and active care team assignments, then have the Clinician submit ordinary and urgent referrals. Rehearse one case that proceeds to a completed encounter and another that is declined. Confirm that the reviewer can find the corresponding consent and privilege context, and that the coordinator sees due follow-ups after the visit.
Settle who owns intake from any outside provider system. The referring provider is recorded on the referral, while external exchange needs a separately configured connection. Make status changes part of a handoff routine so the board agrees with actual appointments.
Features to start with
Roles on the team
- Referral Coordinator
- Coordinates referral intake and watches follow-up dates and outcomes.
- Referral Reviewer
- Decides whether an inbound specialty referral can progress.
- Clinician
- Submits patient-linked referrals and follow-up evidence, then records encounter care.
- Care Operations Manager
- Reviews overdue coordination work and assignment coverage.
Set up Patient Referral Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.