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Referral Coordinaton, Tracking and Follow Up Workflows - What do you do?

CPS, C-EMR, PM

Last Post by Anonymous 1 second ago

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angelahunsberger

(@angelahunsberger)

Posts: 290

Reputable Member

Topic starter

Traditionally, the Referral workflow goes something like this:

1. Enter referral order in EMR. (Specify Internal or External Provider)
2. Referral Coordinator(s) get a flag that an order has been placed.
3. Referral Coordinator sends referral information along with patient documentation (if external referral) to the referring office.
4. Patient is notified.
5. Order is changed from Admin Hold to In Process. in process indicates the referral has been made.
6. When the consult note is sent back, the referral order is marked as complete.
7. EMR Inquiries are ran to look for any outstanding Referrals on Admin Hold or In Process. Look in patient documents to see if any notes regarding the referral have been delivered. If not, follows up accordingly.

Do you have any tips or tricks or do something different for the workflows?

Angela Hunsberger
[email protected]

Posted : January 26, 2017 9:02 am

pdangelo

(@pdangelo)

Posts: 140

Estimable Member

Following - We are also curious if there is any necessary change in workflow if the consult report comes in electronically via secure/direct messaging vs. scanned and attached.

Posted : January 26, 2017 9:11 am

[email protected]

(@nthomasnorwalkchc-org)

Posts: 23

Eminent Member

We use a similar process. When consult notes come back via fax/scan we auto-close them through Indx Logic. At this point we haven't been able to get the reports back electronically from any of the specialty offices.

Posted : January 30, 2017 3:06 am

burnsh

(@burnsh)

Posts: 155

Estimable Member

We also use a similar process. We have transitioned away from flags, however. Our DBA built a SQL query that each one of our 12 sites runs daily to get updated excel spreadsheet of open referrals. The referral coordinators work off that list to make calls and schedule appointments (one benefit of the excel spreadsheet is you can group them based on imaging, urgency, clinic - so you can prioritize your calls and make one call to a clinic for all needed referrals).

Posted : February 2, 2017 7:51 am

mfornkahl

(@mfornkahl)

Posts: 132

Estimable Member

We use your same workflow however instead of running a report for outstanding In Process referrals the referral coordinators send themselves a flag with a future date of one month from the time of the scheduled appointment. This way the referral coordinator will receive an automatic message in one month to see if we have received any records from the specialist. If the report is not on file we have a prepopulated letter that we fax to the specialist to confirm the appointment & request notes.

Posted : February 2, 2017 8:51 am

Sam

(@sam)

Posts: 371

Honorable Member

We have the same workflow.

Posted : February 8, 2017 1:04 am

scottk

(@scottk)

Posts: 62

Estimable Member

We use Visualutions Referral Software. It works great. It has improved our referral tracking and clearing out old orders. You can also print referral tracking letters by appt date and they have several reports that gives you the number of referrals by provider and also the task activity of your users making referral. By the tasks you can see which staff are actually working.

Posted : March 10, 2017 1:59 pm

acantu

(@acantu)

Posts: 722

Prominent Member

You can checkout my Referral Dashboard. I have attached a Informational Package.It really is a great way to track, manage, and keep up with all your Referrals.

Referral Dashboard Informational Packet 2018

Feel free to contact me at [email protected] to schedule an online demo.

Posted : January 10, 2018 9:39 pm

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