Referral staff steps for each status:

Pending

1. Staff member responsible for referrals will open referral from their assigned list of referrals.
2. Add any information the doctor didn’t add, such as a specific doctor or adding the relevant documents (steps shown above).

3. Fax the referral,
1. Click on print in the referral template,
2. Select the items to send and move them to the right-hand box using the arrows.
3. Select the fax machine from your list of printers and click print, follow the steps for your specific fax window that pops up.

4. Note all completed actions in the referral notes section.
5. Change the status to faxed.
6. Post date the referral two weeks to confirm the specialist office has received and accepted/declined the referral.

Faxed

In two weeks, this referral date will turn red, suggesting action is required.

Open the referral up to follow up based on the latest notes in the referral notes section.

7. Check to see if the referral has been received and whether it was accepted or declined.
8. If there is no documentation yet, contact the specialist office to see if they received the referral, ask for an update, or refax the documents and post date another 2 weeks to reassess.
9. If there is a document attached to the chart, link it to the referral, the same as the other documents.
1. Add in any details received into the referral notes box, such as wait times, appointment info, status updates.
10. Depending on the information received, change the status of the referral accordingly, such as ‘waiting for appointment’ or ‘notify patient’.
1. If waiting on an appointment date, change the due date of the referral to the future around the length of the wait times, so if the wait times are 3 months, change the due date to three months from now.
2. If an appointment has been received, leave the date as today, change the status to notify patient.

Waiting for appointment

11. In 6 months when the referral is more likely to have an appointment, and the referral date has turned red, open the chart to review if any documents have been received in reference to this referral.
12. If yes, make sure to attach them the same as above.
1. If no, contact the clinic for an update and update the notes section, changing the due date accordingly, as well as the referral status.
13. Update the status to notify patient and change the due date to today.

Notify Pt

14. Contact the patient to inform them of all pertinent information.
1. If no contact is made, make a note in the referral notes that a voicemail was left to call the clinic.
2. If patient has been made aware of the appointment details, note this in referral notes, post date the referral 30 days after the date of the appointment, and change the status to ‘Waiting for consult’.

Waiting for consult report

15. Once the consult report has been received, send to doctor for review, and open the referral to attach it there as well.
16. Change referral status to complete.