Step 1: Assign an incoming eFax as a Referral
In the Global eFax inbox, click "Assign" to open up a side-panel where you can fill in the required information regarding the incoming referral.
Start by assigning the incoming referral to a patient. You can search by an existing patient or click "New" to add a new patient.
For New Patients, additional fields will appear. You must fill in all the information containing an asterisk (*). You can also add other patient demographics (i.e. phone numbers, email, address) by clicking "Show More".
Note: a patient must be assigned to an incoming eFax in order for it to Save & Clear from the incoming fax page.
Then click "Select Type" to assign the document as a "Referral". In "Assigned To", select the appropriate physician who will need to review the referral.
Referral status is automatically defaulted to "Pending Triage". We recommend keeping any referrals which need to be reviewed by the physician at this status. On the home page for a clinical user, the number of "Pending Triage" referrals are indicated so using this status will draw attention to new referrals.
You have the option to add a title, labels, an appointment date, whether the referring physician has been notified, urgency, and comments to a referral from the eFax page. Note that these fields are not required in order for the referral to Save & Clear.
Once you have inputted all required and desired information, click "Save & Clear". This will remove the referral from incoming eFax and assign it as a referral under the selected physician's name.
Step 2: Physician Review of Pending Triage Referral
On the home page, referrals with "Pending Triage" status are indicated. You can review these referrals by clicking on the number or by navigating to "Referrals".
In Global Referrals, you can view incoming referrals in either "List" or "Table" view. List view will enable you to view the incoming referral document for each patient while Table view is ideal for reviewing multiple referrals at once.
List View:
Table View:
We recommend physicians review Pending Triage referrals and subsequently update the status to either "Approved" or "Rejected". This will indicate the referral has been reviewed. You can also add further information to the referral by adding labels, urgency status, or whether the referring physician has been notified.
We also recommend you include any comments or tasks related to the referral that should be communicated to your administrative staff at this time. For instance:
Leave a comment such as "Book appointment for patient" by clicking on "Comments" (List View) or "Details" (Table View). Images on how to accomplish this are shown in red boxes below.
Add a task such as "Book appointment for patient" and assign it to your MOA. Images on how to accomplish this are shown in orange boxes below.
List View:
Table View:
Please note that to assign a task to a referral in Table view, you must ensure you have selected a referral (this will be indicated by a green check mark on the left).
Finally, the "Assigned To" field should be changed to the MOA. This will place the referral in the MOA's list of "Approved" or "Rejected" referrals.
Step 3: Administrative Follow-Up of Approved/Rejected Referrals
MOAs should navigate to their Referrals page and can view any "Approved" or "Rejected" referrals assigned under their name.
From here, they can view any comments made by the physician and act accordingly.(Reminder: to view comments in Table View click on the "i" under Details).
Instance #1: Approved patients who cannot yet be scheduled for an appointment can be moved to "Waitlist". We recommend re-assigning the referral to the physician so the waitlisted patients are entered under the physician's name. The patient will now be found in the physician's "Waitlist" Referral bucket.
Instance #2: Approved patients can be scheduled for an appointment directly from the Referrals page. This can be done from both the List View and the Table View.
List View:
Table View:
Please note that to book an appointment for a referral patient in Table view, you must ensure you have selected a referral first (this will be indicated by a green check mark on the left).
Instance #3: Rejected patients whose referring physician must be notified can be indicated here when complete. This can be done by changing "Referring Physician Notification" (List View) or checking "Notified" (Table View).
Note: The same process can be done when notifying a referring physician for an approved referral.
List View:
Table View:
Once an appointment has been made for an approved patient or all parties have been notified for a rejected patient, their status could be changed to "Completed". We recommend re-assigning the referral to the physician so the completed patients are entered under the physician's name.
We recommend tracking every change to a referral in the Comments section. This will allow for a dated record of status updates, appointment bookings, notification letters sent, etc.