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Arya's Referral Workflow for General Physicians
Arya's Referral Workflow for General Physicians

This article outlines the recommended workflow for GPs using Referrals in Arya, detailing steps for both MOAs and physicians.

Updated this week

For tracking GP referrals, we recommend using Arya's Referrals page to monitor referral acknowledgements and acceptances for your patients. This article will outline the workflow.

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 acknowledgement.

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 acknowledgement.

Referral status is automatically defaulted to "Pending Triage". We recommend keeping any referral letters which need to be reviewed by the physician at this status. On the home page for clinical users, the number of "Pending Triage" referrals are indicated so using this status will draw attention to new referral acknowledgements.

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 referral acknowledgements and subsequently update the status to either "Approved" or "Rejected" based on the content of letter. This will indicate the referral has been reviewed. You can also add further information to the referral by adding labels or urgency status.

We recommend using the "Referred By" column to track "Referred To" physicians instead.

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 "Call patient to inform them of referral acceptance" 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 "Call patient to confirm" 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" referral acknowledgements 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 have been placed on the Referrals Waitlist can be moved to "Waitlist". Depending on your preference, you could either keep the Waitlist under the MOA's name or re-assign the referral to the physician.

Instance #2: For approved or rejected referrals, GP offices could use the Notification button as a method of tracking patient notifications rather than referring physician notifications. Once the patient has been informed of the status of the referral, the MOA could click on "Referring Physician Notification" (List View) or check "Notified" (Table View).

List View:

Table View:

Instance #3: Once a patient has been booked in for an appointment with the specialist, their status could be changed to "Completed". We recommend re-assigning the referral to the physician so 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, patient notifications sent, etc.

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