Chapter 20: Referral Tracking
Contents
1. Canceled Completed No Show Not Competed Refused The default is Not Completed Notes Enter any desired note about the referral appointment 8 Once all of the referral information is entered choose one of the following e Save and Exit This will create the referral tracking number save the referral and exit the create referral screen e Save This will save the referral and create the Referral Tracking number but not exit the create referral screen e Print the Referral Click Print to print a referral form for the patient or for your records e Send the Referral via Fax Click Send Fax and select or enter the fax number Note When printing or faxing a referral that has a specified location the printout includes the location s name address phone and fax rather than the referral source s address phone and fax 297 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking e Cancel the Referral If you want to cancel out of the referral screen without saving click Cancel Managing Referrals Referrals can be managed in two ways by groups or individually patient by patient The Referral Manager is the screen that allows the user to manage all referrals that2. Inc Chapter 20 Referral Tracking 5 22 2014 to 5 22 2014 v V Only include these Locations Referred From Only include these Providers Referred By Petaluma Women s Health Planned Parent Hood 2 Select the date range for the report and which locations providers i2iTracks users or specialties you want to report on Click OK 302 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Referral Tracking Statistics lt A Total Number of Referrals B Physical Therapy AOTAN E glsisisiisl 3 303 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc
3. National Provider Identification Tax ID Tax Identification Contact Type a contact person for the referral source Phone Type a phone number for the referral source Alternate Phone Type an alternate phone number if desired Fax Type a fax number for the insurance plan Email Type an email address if desired Address 1 Type an address for the source Address 2 Type an address line 2 for the plan if needed City Type the source s city Zip Code Type the sources zip code 289 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Notes Type any note for the referral source as needed This could be something as simple as their hours 4 Click the OK button to save your work 5 On the Specialties tab click Add to select any specialties that apply to the referral source Referral Source oe gt Vascular Select the specialties by clicking the box next to the specialty name Click OK to save your work On the Locations tab select a location if desired O OND On the Approved Insurance Plans tab click Add to select insurance plans that are approved for the referral source 290 Copyright 2014 by i2i Systems I
4. Setup gt Tracking gt Referral Tracking gt Insurance Plans 2 Ifthe Insurance Plan to be added does not already exist click Add 3 Complete the fields as follows 286 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Name Type any name that best describes the Insurance Plan Description Type a detailed description of the Insurance Plan optional Contact Type a contact person for the insurance plan Phone Type a phone number for the insurance plan Alternate Phone Type an alternate phone number if desired Fax Type a fax number for the insurance plan Address 1 Type an address for the plan Address 2 Type an address line 2 for the plan if needed City Type the insurance plan city Zip Code Type the insurance plan zip code Notes Type any note for the insurance plan as needed 4 Click OK to save your work Note You are also able to edit and disable Insurance Plans Referral Sources Setup Referral Sources are all the sources your patients get referred to This is every source you wish to track where your patients will receive care outside or inside of your health center This library should consist of all the providers facil
5. Up for your referral Complete the fields as described in Chapter 13 Patient Follow Ups 295 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Scheduled For 4 1 2008 10 00 00 AM Send Fax To add appointments made for the referral e Click the Referral Appointments Add button and complete the fields as follows 296 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Scheduled For 1 27 2012 8 00 00 AM I Rescheduled C Not Scheduled V The patient was notified on 1 27 2012 Scheduled For Enter the date and time the appointment is scheduled Click the Rescheduled box if the appointment had to be rescheduled Click The patient was notified on box and enter a date to identify when the patient was notified of the referral appointment Notification Method Enter how the patient was notified of the referral appointment Status Enter the status of the referral appointment
6. have been added to i2iTracks This screen allows the user to create multiple ways of filtering all the different referrals for ease of administration Referral Manager Referral Criteria Referrals Referred During Any period E Follow up is due Referral appointment is scheduled during Any penod F Referral is from external source 298 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking 2 In the Referral Criteria tab select the different filters to be applied to the global referral list as follows Multiple filters can be applied Referred During This allows you to filter the global referral list by a time period Use the browse button to select the desired time period Referred By This allows you to filter the referrals list by the referring provider or by referrals where the provider is not specified Referred From This allows you to filter the referrals list by the location of the referral Referral Source This allows you to filter the referrals list by referral resource or where the referral source is unknown Specialty This allows you to filter the list by which specialty the patient was referred to or where the specialty is unknow
7. libraries if needed 6 Other Information Tab Complete the fields in the Other Information tab as follows none of these fields are required 294 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Patient Referral Richardson Anna Referral Request Method Enter how the referral was requested phone fax letter etc Request Sent Date Enter the date the referral was requested Report Received Date Enter the date the referral report was received Insurance Enter the name of the authorizing insurance company Insurance ID Enter the insurance ID Other Insurance Enter an additional insurer if there is one for this referral Authorization Enter the authorization number for this referral Authorized By Enter the name of the person who gave the authorization for this referral Num of Visits Authorized Enter the number of visits authorized for this referral Expiration Date Enter the date the referral authorization will expire Notes Enter any notes as desired 7 Follow Up In this screen you will add all of your follow up efforts as well as record the appointments made with the specialist Click Add to add a new Follow
8. Chapter 20 Referral Tracking Chapter 20 Referral Tracking Referral Tracking Overview Referral Tracking allows you to keep track of all patient referrals This tracks every aspect of the referral from payer authorization number of visits authorized to basic information about the referral like where the patient was sent and why they needed the referral You can add follow up dates and i2iTracks will remind you that your referral needs follow up You can also send referral letters or emails to patients and track statistics on patient referrals Referral Tracking Setup There are four referral tracking libraries that will need to be set up prior to using the referral tracking module The order in which these libraries are created will be important as they consecutively rely on each other If you are using the Referral Interface any or all of these libraries can automatically populate and update on an ongoing basis To set up your Referral Tracking Select Setup gt Tracking Choose Referral Tracking Set up Specialties Set up Referral Types Set up Insurance Plans a FWP e 6 Set up Referral Sources Note When setting up these libraries you may also use the External Library Mappings feature Setup gt Tracking gt Referral Tracking gt External Library Mappings to map the items to those in the External Referral libraries If you are using the Referral Interface for NextGen Centricity or Allscripts you have the op
9. Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking e NAME Type any name that best describes the Specialty being added e DESCRIPTION Type a detailed description of the specialty optional 4 Select Locations to specify a location for the specialty if desired 5 Click OK to save your work Note You are also able to edit or disable a specialty Special Editing Note When editing any library of items if a library item name already in use is changed the new name will replace the old name throughout the system For example if Optometry specialty type gets changed to Cardiology every place in Tracks where Optometry was used will now display Cardiology Editing is for fixing spelling errors and extending the name to have more meaning Never use an old name to become a new name Instead disable the old name and add a new name Referral Types indicate the type of referral being assigned to a patient or the reason for the patient referral Additionally a Referral Type can update a Tracks Procedure or Education item indicator When creating these referral types keep in mind any indicators that will be updated automatically when the referral is complete Only create referral types that f
10. al Tab Complete the fields in the General tab as follows Note The only required fields are the Referred Date and Referred To fields e Date Referred Enter the date the patient was referred e Tracking Will auto generate when the referral is saved This field cannot be edited e Referred By Enter the referring provider or source optional e Referred From Enter the location of the referral This field will default to the patient s default location It can easily be changed by clicking on the browse button e Referred To The following options can be used for identifying the Referred to Source Referral Source Allows you to find the referral source from a list The list can be sorted by specialty and insurance plan The referral source list will change based on the filters applied Filter the sources by a specialty by selecting a specialty category from the box 1293 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Filter the sources by Insurance Plan by putting a check next to the plans approved for the referral Select the source from the list of referral sources Print the list of referral sources to give the patient hardcopy of their referral op
11. all outside of procedures or educations you already have in i2iTracks The system will allow you to attach your referral to the existing i2iTracks libraries Examples of Referral Types are e Physical Therapy 283 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Consult Eye Exam Dental Visit Psychiatric Evaluation Diabetes Education Class Adding a Referral Type 1 Select Setup gt Tracking gt Referral Tracking gt Referral Types Ay Referral Types 0 gt 2 2 Ifthe Referral Type to be added does not already exist click Add 3 Complete the fields as follows 284 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Notes to be displayed dunng the creation of the referral _ When the referral has been completed create an item of this type None e NAME Type any name that best describes the Referral Type being added e DESCRIPTION Type a detailed description
12. cedure from the i2iTracks Procedure Referral items library This is the best way to create a referral for a Women s Health procedure so this data will be updated in Pap and Mammogram Tracking e Education Allows you to attach a referral from the i2iTracks Education items library e Unknown Allows you to say the patient was referred but the reason is unknown 4 Click OK to continue creating the referral Special Note When referring for a procedure or education i2iTracks automatically updates the associated profile item to a status of Referred For example if you are opening a referral for a mammogram the profile item of Mammogram will reflect the Referred 292 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking status Additionally when that referral has been completed the associated profile item will be updated to a status of Received General Other Information Follow Up Date Referred 1 27 2012 Tracking e Referred By Frank Wilson MD ajx Referred From Community Health Clinic of Santa Rosa X Referred To l The patient wes given a ist of providers Referred For Procedure Ophthalmology Visit 121 5 Gener
13. ck Open to make any changes 300 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking 1 From the patient information screen retrieve your patient 2 Select the Referrals tab Lookup ID First Name Patient es oe ee 3 Highlight and open the referral to be changed Note You can also delete a referral here Generating Referral Tracking Statistics Reports You can create reports on the number and percentage of referrals by type for example pain management the number of referrals in a time period for example the last 60 days by type the overall referral rates that go out by doctor or the number of referrals waiting for approval by the user This report is a referral count based report not a traditional patient count based report To generate a Referral Tracking Statistics report 1 Select Reports gt Referral Tracking Statistics 301 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems
14. ities departments your patients are referred to 287 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking A referral source can be categorized by a Specialty and by Insurance Plans the referral source accepts This categorizing allows the user to easily access a provider that is an Ophthalmologist that accepts Blue Shield Examples of Referral Sources are e Jane Doe MD e Women s Radiology Center e North Bay Dental Clinic Adding a Referral Source 1 Select Setup gt Tracking gt Referral Tracking gt Referral Sources 2 If the Referral Source to be added does not already exist click Add 3 Complete the fields as follows 288 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Address 1 3020 Sonoma Avenue Address 2 e General Tab Name Type any name that best describes the referral source being added Description Type a detailed description of the referral source optional NPI
15. n Referred For This allows you to filter the referrals list by what the patient was referred for Education Procedure or Referral Type or when it is unknown Priority This allows you to filter the referrals list by priority Assigned to User This allows you to filter the referrals list by a specific i2iTracks user You may also select Not Specified Status This allows you to filter the referrals list by the status of a referral If the status is Not Completed you can also chose to filter referrals that are Not Specified Insurance This allows you to filter the referrals list by insurance provider Follow up is due Check this box to only show referrals that have a follow up that is due Referral appointment is scheduled during This allows you to filter the referrals list by referrals that have an appointment in a specified time frame Date range Today in the next x time frame etc Referral is from external source This allows you to search for referrals originated from systems interfaced to i2iTracks Fields to display You can customize the fields that will show in the Referrals results screen and in the printed report Use the Add Move Up and Move Down buttons to manage the list of fields 3 Click the Referrals tab to view your list of referrals based on the information entered in the Referral Criteria filters 299 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this docume
16. nc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking 10 Select the insurance plans by clicking the box next to the insurance plan name 11 Click OK to save your work Note You will also be able to edit and disable Referral Sources Adding a Referral to a Patient A patient can have unlimited referrals and attaching a referral to a patient is easy 1 From the Patient Information screen retrieve your patient 2 Select Actions gt Create Referral 291 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Lookup Patient ee ee ee mme Current past SS Date Referred Tracking Referred For Next Fo Open 6 6 2014 1018 Exercise 2 18726 2033 1017 Mammography Delete 11 22 2011 1012 Physical Thera e Referral Type Allows you to choose from the Referral Type library Click the browse button to select from the list of referral types e Procedure Allows you to attach a referral to a pro
17. nt shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking Referral Manager Referral Criteria Referrals Drag a column here to group by this column Patient ID Y Name Y 008 V Med Rec V Date Referred 5 e Select All and Select None Use the Select All and Select None buttons to select all the patients in the list or to deselect all the patients e Open This opens the currently highlighted patient referral e Delete Use to delete the currently highlighted patient referral However deleting a referral will not delete a Women s Health Procedure added to the patient s pap or mammogram tracking types You must then confirm that you want to delete the referral e Patient Info Displays the Patient Info for the currently highlighted patient e Print Letter Allows you to select a letter to send to all the patients selected checked on the list e Send Email Allows you to send an email message to all the patients selected checked on the list if they have a recorded email address e Assign to User Allows you to assign an i2iTracks user to all the patients selected checked on the list e Report Creates a report of all the referrals on the list 4 Once you locate the desired referral double click it or highlight it and cli
18. of the Referral Type optional e NOTE Type any note that should appear when this referral type is selected This could be a note to remind the patient to fast prior to the referral appointment e WHEN THE REFERRAL HAS BEEN COMPLETED CREATE AN ITEM OF THIS TYPE If an i2iTracks item is to be auto updated when the referral is complete check the appropriate button for a Procedure Foot Exam Eye Exam Dental Exam etc or an Education DM Education Class etc Click the browse button on the right to attach the desired indicator in i2iTracks 4 Click OK to save your work Note You are also able to edit and disable Referral Types Insurance Plans Setup Insurance Plans indicate the type of insurance that will be paying for the referral This library should consist of all the different insurance plans used by your patients to cover their referrals NOTE This is not a required library It will only be needed if you need to sort Referral Sources by the insurances they accept Examples of Insurance Plans are 285 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking e Blue Cross e Blue Shield e Medicaid e Medicare e United Healthcare Adding an Insurance Plan 1 Select
19. tion to interface the referral status If you change the status of a referral in your EHR the status will update the i2iTracks associated referral Note that if a referral is updated with the EHR status through the interface you are unable to change the referral status in i2iTracks for the specific referral You would need to change the status in your EHR which would then update the i2iTracks referral If you want to send referral letters to patients you will need to create referral letter templates For more information see Chapter 28 Patient Letters and Labels Specialties Setup Specialties will be the first library to be set up The specialty set up will allow Referral Sources to be sorted by a specialty Examples of Specialties are e Cardiology e Dermatology e Endocrinology e Gastroenterology e General Surgery 281 Copyright 2014 by i2i Systems Inc All Rights Reserved No part of this document shall be reproduced stored in a retrieval system or transmitted by any means electronic mechanical photocopying recording or otherwise without written permission from i2i Systems Inc Chapter 20 Referral Tracking e Optometry Adding a Specialty 1 Select Setup gt Tracking gt Referral Tracking gt Specialties g oe piercer yr Yes Yes Yes 2 Ifthe Specialty to be added does not already exist click Add 3 Complete the fields in the General tab as follows 282
20. tions when they leave the clinic Specialty Allows you to identify the specialty the patient was referred for only Location Allows you to identify the referral location Allows you to document that a list of referral sources was given to the patient e Referred for The reason why the patient is being referred has already been identified This field is a display only Any notes attached to the referral type will be displayed here e Priority Select the priority Routine ASAP or Urgent from the list The default is Routine e Reason Enter the reason for the referral e Assigned to User Assign the referral to a user This field will default to the User logged in to i2iTracks If this is not the correct user you can change it to a different user This is not a required field and is used in the Referral Manager to filter referrals by user e Status amp Status Date From the lists identify the status Not Completed Canceled Completed Denied Refused No Show of the referral and the associated date If you select Not Completed you may also specify one of these options Pending Appointment Pending Submission Pending Authorization or Pending Report A referral attached to an internal i2iTracks item will create a referral in the patient profile A completed referral will change the referral status to received on those internal i2iTracks items e CPTs amp ICD9s Add CPTs or ICD9s from your PMS Procedure or Diagnosis
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