Referrals

The Referrals tab is used to create and manage patient referrals. Referrals can also be created within a patient encounter from the Orders/Referrals tab.

Configuration

The Reason for Referral/Notes Add from Favorites list is customizable at the user and CLINIC level. Go to Tools > Preferences > CLINIC or [user] > Form Data > Begin Edit and select Referrals from the Tab list
The ICD Code Add from Favorites list is customizable at the user and CLINIC level. Go to Tools > Preferences > CLINIC or [user] > Form Data > Begin Edit and select Assessment from the Tab list
The CPT/HCPCS Add Favorites list is customizable at the user and CLINIC level. Go to Tools > Preferences > CLINIC or [user] > Form Data > Begin Edit and select Orders from the Tab list
Task assignment Groups are customizable at the user and CLINIC level. Go to Tools > Preferences > CLINIC or [user] > Application Settings > Message/Task Groups
The selection list for the Task Description Add From Favorites is customizable at the user and CLINIC level. Go to Tools > Preferences > CLINIC or [user] > Form Data > Begin Edit and select Task List from the Tab list
Message favorites used when sending a referral through Direct Message can be customized by the Clinic Administrator by going to Tools > Preferences > CLINIC > Clinic Wide Form Data > Begin Edit and selecting Messaging from the Tab list

Create a Referral

Go to Chart > Referrals and click Add
Populate the Date Requested
Select a user from the Requested By list or click Custom and type a name in the Custom Requested By field
Populate the Refer To and/or Specialty fields
1. A contact can be selected from the Patient Contacts, User Contacts, or Clinic Contacts list
2. To add a new contact, click Custom and enter the contact details for the person or business or click Search in Directory to search for and add a contact using a Direct exchange email address directory
3. A specialty can be selected from the Specialty list or by clicking Custom to create a custom specialty
Select the Summary of Care Record Provided checkbox
Populate Reason for Referral/Notes by clicking Add from Favorites and selecting one or more items from the list or by typing directly in the free text field
Add an ICD Code and/or CPT/HCPCS code
1. An ICD code can be selected from the patient's active problem list or by clicking Add From Favorites to select a favorite ICD‑10 or search the Master List
2. A CPT or HCPCS code can be selected by clicking Add to select a favorite order or search the Master List
Click Add to create the referral or Add Another to create another referral

Edit a Referral

Go to Chart > Referrals
Select a referral and click Update
Click the Referral Request tab
Add or update the necessary information
Click Save

Add Referral Authorization Status

Go to Chart > Referrals
Select a referral and click Update
Complete the appropriate fields of the Authorization Status section
1. Clicking Insert for the Insurance field populates the field with the patient's primary insurance information
Click Save

Add Referral Results

Go to Chart > Referrals
Select a referral and click Update
Complete the appropriate fields of the Results section
1. Clicking Same as Appt Date for the Date Patient Seen field populates the field with the Appt Date from the Authorization Status section, if completed
2. Click Add in the Attachments section to add one or more file attachments
Click Save

Send a Referral Electronically

Send Using Electronic Fax

Go to Chart > Referrals
Select a referral and click Print Preview
Select an encounter to send with the referral and click OK
Select one or more lab result to send with the referral and click OK or click Skip

The referral is generated as a PDF

From the PDF viewer, go to File > Print
Select the electronic fax driver from the Printer list
Click Print
Follow any additional prompts required by the electronic fax driver to send the fax

Sevocity Best Practice

Always use a secure electronic faxing service when transmitting PHI Protected Health Information, any individually indentifiable health information

Send Using Direct Message

Sending a referral through Direct Message Sevocity feature that exchanges encrypted communication between two parties using DirectTrust (Direct) transport standards electronically transmits the patient information and referral details in a Referral Note C‑CDA Consolidated Clinical Document Architecture, a document format that enables a patient’s clinical data to be transmitted from one Health IT system to another which can be viewed and incorporated into the patient’s record by the receiving provider.

Send a Referral Using Direct Message

Go to Chart > Referrals
Select a referral and click Send
Populate the Subject and message body fields
1. Select a favorite from the Subject selection list or click Custom and type a subject
Click Add in the Referral Summary for Selected Encounter(s) section to select one or more encounters to send with the referral
1. Select an encounter from the top section of the Select Encounter(s) window. The location of the encounter selected is assigned as the location of the referral
2. Optional: Select one or more encounters from the bottom section of the Select Encounter(s) window
3. Optional: select an encounter and click View to view an encounter from the top or bottom sections
4. Optional: click Get Previous 5 Encounters to view more encounters in the top or bottom sections
5. Click OK
Optional: Click Add in the Labs section to attach one or more lab results
Click OK to send

Why is the Send Button Disabled?

The inability to send a referral using Direct Message because the Send button is disabled is rooted in one of two causes:

The user does not have the required permission to send messages using Direct Message. See Direct Message Activation and Access
The provider or practice to whom the referral is being sent does not have a secure email address in their contact profile. See About Secure Email Addresses

How Do I Know the Referral Was Sent?

A green arrow icon will display next to the referral, indicating it has been sent using Direct Message. The contact to whom the referral was sent will also display in the referral view detail.

Warning

Messages that are not successfully transmitted to the intended recipient will generate an Undeliverable message in the Direct Message Inbox

Tasks Associated with Referrals

View a Referral

Select a referral to view its contents. The referral details and any attachments will display.

Click Show History in the referral detail display to view an audit trail of user activity for the referral.

Delete a Referral

To delete a referral, select the referral and click Delete. The referral will not be removed from the Referrals tab but will display in red text to communicate its deleted status.

Assign a Referral to a User

Referrals can be routed to other users in the clinic for review or to perform tasks related to the referral.

Select the referral and click Assign/Route
Populate the Due Date for the task or leave defaulted to the current date
Select a Priority for the task or leave defaulted to Normal
Populate the Task Description
1. Click Add from Favorites and select one or more items from the list or type the task description in the free text field
Search for and select a user or group for task assignment
1. Multiple individual users, multiple groups, or a combination of users and groups can be selected
Click Save to assign and route the referral task