Sending Referrals Workflow
Complete operational walkthrough of how clinical referrals are generated, pre-filled, signed, and processed.
Operational Flow
Instead of relying on slow analog faxing and phone tag, referrals are processed digitally with real-time status transitions.
The Sending Checklist
- Select Patient: Go to the Send Referral page and select a patient. This queries demographic, insurance, and policy contract details instantly from the integrated EHR/Open Practice system.
- Prefill Insurance fields: The insurance provider and contract number load as editable inputs. If these are saved, they update the clinical database and print directly onto the generated referral PDF.
- Select Recipient: Input the target specialist or receiving office. If the office is doctorless, staff selection list will load instead.
- Sign & Dispatch: Draw, type, or upload a digital signature. Once approved, a background PDF is generated and securely transmitted via API or digital fax.
Digital & Fax Dispatch Routing
OfficeSuite handles delivery logistics based on whether the recipient is a member of the platform:
In-Network Digital Delivery
For practitioners and offices registered on OfficeSuite, referrals are transmitted instantly. They receive real-time notifications and can view the case details on their dispatch dashboard immediately.
Out-of-Network Fax Routing
For practices not on the platform, OfficeSuite packages the referral details into a standardized PDF and automatically transmits it via digital fax to their office line, ensuring complete integration.
Secure File Sharing & Documentation
Patient histories, face sheets, and clinical records are easily integrated and shared alongside the referral:
Online Attachment Vault
Upload and securely attach documents directly to the referral profile. Attached files are converted, encrypted, and made accessible online via secure portals or compiled alongside outbound faxes.
Collaboration: Inhouse & Public Comments
Exchange updates and notes during triage without misplacing patient documentation:
Inhouse Comments
Internal notes meant for coordination within your own clinic staff. These are strictly secure and never exposed to the external recipient.
Public Comments
Shared messages exchanged between the sender and receiver practices. Perfect for requesting missing documents or clarifying scheduling states.
Staff Assignment & Tracking
Assign ownership of patient transitions to clinical staff members to optimize practice accountability:
Workflow Ownership
Referrals can be assigned to designated coordinators or nurse triage staff. This filters team dashboards to highlight assigned cases, ensuring no referral drops through the cracks.