Using this, User is able to add new Patients without adding them to the 'Active' list of Patients. For all these referred Patients, Clinic User can attach documents to the medical charts received for respective patients, verify patients insurance elegibility, contact patient, schedule patient appointments, etc. It also enables User to track the referral status from where the leads are coming and follow-up with the patients as per their set protocols.
Click here to have a quick glance of Referral Management module in PrognoCIS:
Field Description :
Insurance icon:
On clicking this icon, respective Patient's Insurance details Pop-up gets invoked.
User can check the details of the Patient's Insurance and also can edit/modify it.
Letter – Out icon:
On clicking this icon, Letters-out pop-up gets invoked.
This popup allows User to notify and/or send Email to Referring Providers using PrognoCIS Letters-Out facility. On Letters-out
screen popup, Add new icon:
is
provided for User to create and send new Letter. Also, Search icon:
is provided for User to search and view the letter(s) sent for selected Patient.
Messages icon:
On clicking this icon, Message Inbox popup gets invoked displaying a list of
received messages . User can compose an Email by clicking on Compose icon:
displayed in the left corner of the popup.Title: Enter title for the Patient from the list of drop down menu.
Chart Number: This should be typically entered for completing the backlog of existing Patients at the clinic. If this field in not entered, a Chart Number is automatically generated as per preferences in property, Patient Registration > patient.chartno.prefix and Patient Registration > patient.chartno.length. If entered it must be Unique.
*First Name: Enter the first name of the referred patient. This field is mandatory.
Middle Name: Enter the middle name of the referred patient. User may enter middle name initial or even keep it blank.
*Last Name: Enter the last name of the referred patient. This field is mandatory.
Suffix: Enter the suffix for the Patient's name. The suffix will always be displayed in first caps.
Note: To show suffix in the Patient Display name, set the value, S in the property, patient.name.format. Depending on the sequence set for the suffix value in the property, it is displayed in the respective format.*Date of Birth: Enter the date of birth of referred patient or select it from a Calendar by clicking on calendar Icon. User may enter date in standard format mm-dd-yyyy. A number of Health Maintenance tests are prescribed according to the patient's age and sex, thus entering correct Birth Date is very important. At exceptional locations, there can be a large segment of patients who cannot remember their Date of Birth and as such the Doctor could remain content by entering the approximate age only.
Sex: Select gender of new patient from the drop-down menu. The field can be kept as Unknown. The property, patient.default.sex determines the default gender to be displayed. When the property is kept as blank, provides an additional blank option on the Sex drop-down list specifically for the ‘add new' Registration screen when the registration information is added for the first time.
Marital Status: Select marital status new patient from the drop-down menu. This list is Defined in Settings > Configuration > Groups > Marital Status.
Primary Provider: Select the Primary provider for the referred patient from the Primary Provider drop-down list. The list shows all Providers arranged by Last Name and First Name. Also take note that inactive Providers are displayed at the bottom of the list and are shown in Gray.
*Referring Provider: This is a mandatory field. Select the name of the referring doctor from the search icon. However very often the Attending Doctor would need to send letters / copy of progress notes to Referring Doctor, hence it is advisable to select one where applicable. If the Referring Doctor does not happen to be in the list, he can be added using the option Settings > Configuration > Medics > Ref. Doctor or click on Add New hyperlink to directly add the Referring Provider from the Patient Registration screen. If a referring doctor is changed while starting a new encounter, this field will automatically get updated. Click on Clear hyperlink to remove the Referring Provider from the field.
Status: The default status of the patient added from this menu is set to 'Referral'. If a patient's status is changed from Active to Inactive or Expired or temp, it will not be available for selection at other places in the application. The status option available are Active, Inactive, Expired, and Rejected.
Address: Enter the Patient Address.
Apt/Suite: Enter the Apartment or Suite.
Zip: Enter the Zip code.
City: Enter the City name.
State: Select the State name from the drop down menu. If Zip code is changed accordingly state will also get changed.
Home Tel: Enter the Home telephone number.
Work Tel: Enter the Work telephone number.
Cell Phone: Enter the Cell phone number.
E-mail: Enter the E-mail address.
Note:
While adding a new Patient Referral record, system checks for duplicate record
on saving the details and if found duplicate record then displays Patient Details found under a validation message as follows:
‘Duplicate patients found'Referral Details
*Referral Date: Add the date on which Patient Referral is received/added. By default, it will set the current date. User can set any past or future date of 10 years using the calendar icon:
or by directly typing the date in mm-dd-yyyy format.*Referral Coordinator: Select the name of clinic staff member who will be following up with the Patient/Insurance to complete the Referral process. Only Usernames assigned with the User Role 'RefferalCoordinator' will be displayed in this drop-down list.
Referral Document: Click on Attach button:
to attach any medical documents, chart notes, referral notes, etc. of the referred patient.
On clicking the Attach
button, Document Details popup gets invoked. Multiple document can be attached at any given instance from the local drive.
Note:
Accepted file types are set in the property prognocis.attach.filetypes. Following file types .gif, .jpeg, .png, .bmp, .pdf, .tif, .tiff, .TIF, .TIFF, .doc, .txt, .DOC. can be attached based on the aforementioned property value.
Preview the attached document before hitting save button.Referral Type: Select the category of Referral Source from where the referral has been received. The options displayed in the drop-down can be configured from Group Types master.
Reason for Referral: Enter the Reason for which the patient is referred to the Clinic.
If the source is to be used multiple times, then this source can be added to the Source of Referral list by clicking on the (+) 'Add' button of the Search popup.
Note:
Only 255 characters are allowed in this field. On exceeding the character limit, an alert message "Exceeded maximum number of allowed characters." is displayed.
Source of Referral: Can be optionally used to enter more specific data describing or naming the person who has referred the patient to the Clinic.
If the reason is to be used multiple times, then this reason can be added to the Reason for Referral list by clicking on the (+) 'Add' button of the Search popup.
Note:Referral Created Date: This field keeps the track of referrals by adding the Referral creation date. However, this is the non-editable field in which system auto populate the currect referral created date.
Referral Follow-up
Contact Date: Add the date on which the respective action was performed. User can set any past or future date of 10 years using the calendar icon:
or by directly typing the date in
mm-dd-yyyy format.Contact: Select the contact of referral to be tracked. There are two options in this dropdown list as only the referred Patient and his/her corresponding Insurance can be tracked through Patient Referral Management.
Attempt: Select the action performed for the Referral from the dropdown menu. The information in the drop-down will come from a new Non-system Group Type which user can configure themselves. 1st attempt, 2nd attempt, 3rd attempt and Next attempt is the default set provided in the drop-down.
Action: Select the action performed for the Referral from the drop down menu. The options displayed in the drop-down can be configured from Group Types master. Left message, Spoke to patient, Spoke to Insurance Rep, New is the default set provided in the drop-down.
Follow-up Status: Select the status of the action performed for the Referral. The options displayed in the drop-down can be configured from Group Types master.
Comments: Optionally, this field can be used to add additional details about the contact action performed for the Referral.
If the comment is to be used multiple times, then this comment can be added to the Comments list by clicking on the
button of the Comments popup.Note:
Only 255 characters are allowed in this field. On exceeding the character limit, an alert message "Exceeded maximum number of allowed characters." is displayed.
Referral Completion
Referral Status: Select the Referral Status for the Referral once the follow-up is completed.
Outcome Button
:
On clicking on this button, Action Performed pop-up gets invoked. User
can select/check the actions performed from the list of actions and click ok button
to save the changes. Selected Actions gets displayed on the Patient Referral screen.Schedule Button: Click on this button for scheduling an appointment. On clicking this button, Appointment Schedule popup gets invoked and on scheduling an appointment, a tick mark gets displayed on the button and the details of the appointment are displayed besides the button along with a tooltip.
Note:
This button is displayed as disabled when the patient is not activated and when an appointment is already scheduled.
