Using this, the user is able to add new patients without adding them to the "Active" list of patients. For all these referred patients, the clinic user can attach documents to the medical charts received for referred patients,
verify the patient's insurance eligibility, contact the patient, schedule patient appointments, etc. It also enables the user to track the referral status from where the leads are coming and follow up with the patients as per their set protocols.
Click on this View Video button to have a quick glance of the Referral Management module in PrognoCIS:
Field Description:
Properties: This button is exclusively visible to users with read access to the Properties Master screen. Access to this button is strategically granted to enhance user functionality. Clicking the Properties button triggers a popup, presenting a list of properties from the
Properties
Master screen in PrognoCIS that cater to the Patient Referral - Add/Edit feature.
Patient Notes:
Clicking this icon invokes the Patient Notes popup, which displays additional information or notes related to the patient. 
Case Management icon: On clicking this icon, the Case Management popup gets invoked. Enter the required details for the referred patient in the associated fields. Once the data is entered, the color of the
icon changes, and it is displayed as 
.
Note:
For a new referral patient record, unless the referral details are
entered, the Case Management popup does not get invoked. On clicking the icon, the following alert
message is displayed: Please add the patient's record before performing the action.
Insurance icon:
On clicking this icon, the respective patient's insurance details popup gets invoked. The user can check the details of the patient's insurance and edit or modify them.
Letter Out icon: On clicking this icon, the Letters Out popup gets invoked. This popup allows the user to notify and/or send an email to referring providers using the PrognoCIS Letters-Out facility.
On the Letters Out popup, the Add
icon is provided for the user to create and send a new letter. Also, the Search 
icon is provided for the user to search and view the letter(s) sent for the selected patient.
Messages icon: On clicking this icon, the Message Inbox popup gets invoked, displaying a list of
received messages. The user can compose an email by clicking the Compose icon displayed in the left corner of the popup.
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, Expired, or Temp, it will not be available for selection in other places in the application. The available status options are Active, Inactive, Expired, and Rejected.
Title: Enter a title for the patient from the dropdown menu.
SSN: Enter the unique SSN (Social Security) number of the patient. Once the SSN is entered and the patient information is saved in PrognoCIS, the SSN gets masked. The mask for the SSN and the type of mask to be applied are governed by the property patient.ssn.mask. The user can make this field mandatory with the help of the property patient.ssn.mandatory.
The SSN
button appears next to the text field upon entering a valid SSN and clicking the Save button.
Chart Number: This should typically be entered to complete the backlog of existing patients at the clinic. If this field is not entered, a Chart Number is automatically generated as per preferences in the properties, 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. The user may enter a middle name initial or leave 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 Initial Caps.
Note: To show the 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 the referred patient or select it from a calendar by clicking the Calendar icon. The user may enter the date in the standard format mm-dd-yyyy. A number of Health Maintenance tests are prescribed according to the patient's age and sex; thus, entering the 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 the gender of the new patient from the dropdown menu. The options displayed in the dropdown are Male, Female, Non-Binary, and Unknown. The property patient.default.sex determines the default gender to be displayed. When the property is left blank, it provides an additional blank option on the Sex dropdown list specifically for the "Add New" Registration screen when the registration information is added for the first time.
Marital Status: Select the marital status of the new patient from the dropdown 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 dropdown 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: Select the name of the referring doctor from the Search icon. However, very often, the attending doctor would need to send letters or a copy of the progress notes to the referring doctor; hence, it is advisable to select one where applicable. If the referring doctor does not happen to be in the list, they can be added using the option Settings → Configuration → Medics → Ref. Doctor or by clicking the Add New hyperlink to directly add the referring provider from the Patient Registration screen. If the referring doctor is changed while starting a new encounter, this field will automatically be updated. Click the Clear hyperlink to remove the referring provider from the field.
Note: This field can be marked as mandatory by choice. When the admin-level property pat.referral.refdoc.mandatory is turned ON, this field is marked as a mandatory field with a red asterisk symbol *. Also, on turning the property OFF, the field is marked as a non-mandatory field.
* Visit Location: This field is shown for a hybrid location. This field is mandatory and is similar in functionality to the Visit Location field on the Patient Registration screen. It is a dropdown list of clinic locations. When a patient record is added to the Patient Referral - Add/Edit popup, the patient's visit location must be selected. Once a patient referral is "Accepted" from the Patient Referral - Edit popup, the selected visit location is added to the patient's record on the Address tab of the Patient Registration screen.
Location: This field is shown for a multi-location setup. On the Patient Referral - Add popup, this field displays the logged-in location and does not have a hyperlink. Clicking the hyperlink invokes a popup that allows you to change the location for the patient. Once the location is changed, the updated location is displayed next to the field. When the patient referral is "Accepted," the Location hyperlink you selected on the Patient Referral - Edit popup remains enabled despite the other fields in the Patient Details section being disabled. You can change the location as needed and click the Save button. The location selected on the Patient Referral - Edit popup is automatically added to the patient's record on the Patient Registration screen above the Chart Number field.
Address: Enter the patient address.
Apt/Suite: Enter the apartment or suite.
Zip: Enter the ZIP code.
City: Enter the city name.
Time Zone: The time zone is automatically populated based on the entered ZIP code and is saved as the patient's default time zone. For states with a single time zone, the time zone is displayed in black text. For states with multiple time zones, the time zone appears as a hyperlink. Clicking this hyperlink opens the Time Zone popup, listing all applicable time zones for that state. Users can select the appropriate time zone using radio buttons and click OK to save their selection. Any updates made to the patient's time zone are captured in the Patient Referral - Add/Edit History popup invoked via the History button.
Note:
- The time zone is always calculated based on the entered ZIP code.
- When the zip.code.mandatory.us property is set to Off, and the ZIP code is not entered, the system defaults to the state's configured time zone from the database. In this case, the time zone is displayed as plain text (not a hyperlink).
- If a valid ZIP code is later entered, the time zone updates automatically based on the new ZIP code.
- When the ZIP, City, and State are all left blank, the system uses the state associated with the clinic location to determine the time zone.
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 email address.
Note: While adding a new patient referral record, the system checks for duplicate records
upon saving the details. If a duplicate record is found, it displays the patient details under a validation message as follows:
"Duplicate patients found."
*Referral Date: Add the date on which the patient referral is received or added. By default, it is set to the current date. The user can set any past or future date within 10 years using the calendar icon
or by directly typing the date in mm-dd-yyyy format.
*Referral Coordinator: Select the name of the clinic staff member who will be following up with the patient or insurance to complete the referral process. Only usernames assigned the user role ReferralCoordinator will be displayed in this dropdown list.
Referral Document: Click the Attach
button
to attach any medical documents, chart notes, referral notes, etc., of the referred patient. On clicking the Attach
button, the Document Details popup gets invoked. Multiple documents can be attached at any given instance from the local drive.
Note:
Accepted file types are set in the property prognocis.attach.filetypes. The following file types can be attached based on the aforementioned property value: .gif, .jpeg, .png, .bmp, .pdf, .tif, .tiff, .TIF, .TIFF, .doc, .txt, and .DOC.
Preview the attached document before clicking the Save button.
Referral Type: Select the category of the referral source from which the referral has been received. The options displayed in the dropdown can be configured in the 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 the
button on 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: It can optionally be used to enter more specific data describing or naming the person who 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 the Add
button on the Search popup.
Note:
Referral Created Date: This field keeps track of referrals by adding the referral creation date. However, this is a non-editable field in which the system auto-populates the current referral creation date.
Contact Date: Add the date on which the respective action was performed. The user can set any past or future date within 10 years using the calendar icon:
or by directly typing the date in
mm-dd-yyyy format.
Contact: Select the referral contact to be tracked. There are two options in this dropdown list, as only the referred patient and their 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 dropdown comes from a new non-system Group Type, which the user can configure themselves. "1st attempt", "2nd attempt", "3rd attempt", and "Next attempt" are the default options provided in the dropdown.
Action: Select the action performed for the referral from the dropdown menu. The options displayed in the dropdown can be configured in the Group Types master. "Left message", "Spoke to patient", "Spoke to Insurance Rep", and "New" are the default options provided in the dropdown.
Follow-up Status: Select the status of the action performed for the referral. The options displayed in the dropdown can be configured in the 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 the
button on 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 Status: Select the referral status for the referral once the follow-up is completed. "Pending", "Accepted", and "Rejected" options displayed in the dropdown can be configured in the Group Types master. "Rejected" is the default option provided in the dropdown. However, when the "Rejected" option is selected, the Reason dropdown option will be displayed.
Outcome button
: On clicking this button, the Action Performed popup gets invoked. The user can select or check the actions performed from the list of actions and click the OK button
to save the changes. The selected actions are displayed on the Patient Referral screen.
Schedule button: Click this button to schedule an appointment. On clicking this button, the Appointment Schedule
popup gets invoked, and upon scheduling an appointment, a tick mark is displayed on the button, and the details of the appointment are displayed beside the button along with a tooltip.
Note:
This button is displayed as disabled when the patient is not activated or when an appointment is already scheduled.
History button: Click this button to invoke the History popup.
Delete button: Click this button to delete a record.
Reset button: Click this button to reset any changes made to the record.
Save button: Click this button to save any changes made to this screen.
Properties
icon: On click, it opens the Properties master in a popup. The system displays a list of all properties relevant to this Patient Referral Add/Edit popup, allowing users to view and edit the associated properties.