How to Track Referral Activity

Related Training
Managing Referrals Recorded Class

The Referral Activity feature enables you to track activity associated with your referral sources. This functionality uses the referral sources previously added to a patient's record. You can also add a new referral source and manage existing referral follow-ups.

To track referral activity:

1. From the All Locations or Location tab, select Referrals > Referral Activity. The Referral Activity window displays a list of referral sources, along with the practice name, status, rating, ranking, number of patients, appointments, posted production, and follow-ups for each. The list defaults to all sources, types, locations, ratings, and rankings, while the reporting period defaults to Last 12 Months.
   
   Note: Referral sources have a rating of A, B, C, or D and are ranked based on referral data including number of patients referred, appointments for the referred patients, and the amount posted. You can control how the rating and ranking of sources is calculated within the Referral Sources list. 
   See How to Manage Referral Sources and How to Set Up Rating and Ranking of Referral Sources for more information.
2. Use the Filter List options to refine the list by referral source, type, date range, location, ratings, or rankings. 
   Note: 
   -- Select Exclude Referral Sources with no Activity to exclude referral sources without any activity from the list. 
   -- Select Group by Referring Practice to sort referral sources with multi-location practices.
   -- Select Show Referred-To Provider to add the Referred-To Provider column to the list and display referral activity of a Source associated with appointments and posted procedures performed by a specified Provider. There may be additional line items included in the list for the referral source if they have referred patients to more than one provider in the practice. 
   -- Select Show Referred-To Location (if accessing the Referral Activity for All Locations) to add the Referred-To Location column to the list and display referral activity of a Source associated with appointments and posted procedures at a specified Location. There may be additional line items included in the list for the referral source if they have referred patients to more than one practice location. 
3. When you have selected the necessary filters, click Apply Filter. The list narrows to the relevant selections.
4. Select a referral source in the list to view more details, including referral dates, number of patients and appointments, and posted production amounts. Contact information is displayed to facilitate follow-up communication. 
   
   Note: The posted production value associated with each referral source for the selected reporting period is calculated based on the service date of the referral activity.

Additional Actions

From the Actions panel, you can:

• Select Manage Referral Sources to access the Referral Sources list, where you can add a new source or update details of an existing source.
• Select Manage Follow-Ups to access the Referral Follow-Up List. Use this worklist to manage the list of referral-based follow-up appointments (Location > To Do > Referral Follow-Up List).
• Select Export Current View to export the Referral Activity list (as filtered) to an Excel (.CSV) file. 

For more information, see How to Send a Referral Follow-Up Letter and How to Create a Referral Correspondence Template.

Note: The Referral Source Management and Referral Reports functionalities are accessible by team members who are included in the Administrators group. Users that are not Administrators need to be granted permission to access the Referral Activity Report. See How to Assign Group and User Permissions for more information on how to edit user permissions.