Adding/Editing Referral Sources

WellSky Resource Manager treats referral sources as a measure and means of identifying where new patient business is generated. Because of their importance to the medical business workflow, the program provides a dedicated contact field, Referral Source, to track them. Generally, think of the referral source as “how” the patient found out about your office: It is the “who” or the “what” that referred the patient to you. This could be another provider, a family member, an advertisement.

NOTE – Do not confuse referral source with referrals, which are entered on the Referral tab in case demographics and are generally treatment recommendations or prescriptions by other providers (e.g., from a physician). The referral source and a referral can be one in the same; however, referral source is generally intended as a record of where business originates as opposed to a prescribed or recommended treatment.

In new installations, referral source is configured to appear on the Contacts and Files tab of case demographic by default. If referrals are something your organization does not track, the field can be removed in Case Settings, where you can configure alternate contact fields for your patient record.

Defining a Referral Source

Select Data Maintenance > Referral Maintenance > Referral Sources from the Main menu. The Edit Referral Source screen will appear.
Enter information as follows:

Referral ID: Enter a unique ID up to 20 characters.

NPI: Enter the unique national provider number.

Name Fields: Enter the name of the referring person. First and Last Name are required. Enter up to 40 characters in each name field.

Credentials: (optional) Enter any credentials associated with the referring provider.

Description: Alternatively, if the referral source is not a person, click the Name Fields option to uncheck it. After a moment, the Description field will appear. Enter up to 125 alphanumeric characters.

Enter the Referral Address Information.

Address 1 and Address 2: Enter the mailing/physical address, which can be up to 30 characters per line.

Zip Code: Enter standard five- or nine-digit postal number.

City: Enter the associated city, up to 20 characters.

State: Enter a standard 2-letter state abbreviation.

Email: Enter the electronic mail address, up to 50 characters.

Enter the Referral Phone Numbers.

Home Phone: Enter a standard 10-digit number and a 5-digit extension where appropriate.

Work Phone: Enter a standard 10-digit number and a 5-digit extension where appropriate.

Cell Phone: Enter a standard 10-digit number and a 5-digit extension where appropriate.

Fax: Enter a standard 10-digit number and a 5-digit extension where appropriate.

Assign the referral to a category as needed.
1. Click the Add button in the Assigned Referral Categories panel. The Referral Category Search screen will appear.
2. Select a category appropriate for the current referral.
3. Repeat as necessary.
Click Save to complete the Referral Source definition. Click Newat any point in the data entry process to clear the screen of unsaved data and prepare it for a new entry.

Key Considerations

Referral source maintenance is governed by the Global Right "Edit Referrals."
Referral source is one of four contact data entry fields that is displayed in new installations on the patient’s case Contacts and File screen by default. Administrators have the option to remove the field as needed in Case Settings.