Referral Management in ChARM helps you to streamline the referral process in your practice. Primary Care Providers and specialists can use this feature to effectively track patient referrals.
The ChARM Referral system has two modules, 'Referral Out' and 'Referral In'.
Referral Out enables Primary Care Providers using ChARM, to refer patients to specialists within or outside their practice. In addition, providers can also review the reports sent by specialists and take further clinical actions based on that.
Referral In enables specialists using ChARM, to consult patients referred by other providers and send the report back to the referring providers.
Follow the steps below to refer patients to other specialists.
Create a Referral Request
You can create a Referral Request from Encounter > Referral section or from Patient Dashboard > Referral > Referral Out section.
Referral Out from Encounter
Referral Out from Patient Dashboard
Choose the Referring and Receiving Provider
Choose the Referring Provider and the Specialist to whom the patient has to be referred. You can maintain a directory of external specialists under Settings > Directory > Providers section and search from that list while creating referral requests. Use the 'Add New' link, if the specialist is not available in the directory. You can also do an internal referral within your practice.
Enter the Referral Notes
Enter the reason for referral and priority. If required, choose the related encounter based on which the referral is made. Then enter the Referral Notes. You can create templates for referral notes in Settings > Templates (with Template Type 'Reports') section and use them to quickly write the referral notes. The placeholders ($ variables) given as part of the Report template will be automatically replaced with corresponding values from patient demographics. You can also use placeholders to pull data from encounter notes.
Add Diagnoses, Insurance and Documents
If required, you can add diagnoses and insurance details of the patient. You can also attach the additional documents (FaceSheet, Chart Notes, Labs etc) to be sent along with the referral.
Preview the Referral Request
Save the Referral Request. Preview the content and make changes if required.
Transmit the Referral Request
Once the referral request is ready, you can transmit that to the specialist by Electronic Fax or Direct Messages. eFax and Direct Messages are add-on services that you have to subscribe to use them. You can also print the referral request or download it as a PDF document.
Check the Response Status
All the patient referrals done in your practice are listed under Home > Referrals > Referral Out section. The Response Status indicates the status of the report from specialists. The 'Pending' status denotes that report is yet to be received from the specialist.
Upload the Referral Response
Once the specialist sends the report, the PCP office staff can upload it against the Referral Request already created for the patient. If you have subscribed for Electronic Fax or Direct Message add-on, you can receive the report directly inside ChARM.
To upload the report, go to Home > Referrals > Referral Out section. Click on the Referral Out created for the patient and select the 'Response' tab.
Copy and paste the content of the report under the 'Response Notes' section or upload the report as a PDF under 'Attachment' section.
Review the Referral Response
Whenever a new report is uploaded, the PCP gets a notification on ChARM Home page. Click on the Referral Report and review the content. After reviewing the report, 'Sign' the report to mark it as reviewed.
Follow the steps below to handle patients that are referred to you by other providers.
Receive the Referral Request
Whenever a referral request is received, Referral Coordinator in the specialist’s office contacts the patient and schedules an appointment with the specialist.
If you have registered for Electronic Fax or Direct Message add-ons in ChARM, you can receive the referral requests directly in your ChARM account.
Record the Referral Request
Referral Coordinator records the referral request under Home > Referrals > Referral In section for tracking them effectively.
Choose the Patient, Receiving Provider, and the Referring Provider. Enter the reason for referral and attach the documents received from the referring provider.
Document the Referral Response
Specialist consults the patient and documents the report to be sent to the referring provider.
To enter the report, go to Home > Referrals > Referral In section. Click on the Referral In created for the patient and select the 'Response' tab.
Enter the report or use predefined templates. If required, you can also add Diagnoses and attach the documents to be sent to the referring provider.
Transmit the Referral Response
Preview the report content and make changes if required. Once the report is ready, you can transmit that to PCP by using Electronic Fax or Direct Messages. You can also print the report or download it as a PDF document.