Referral Maintenance

Use Referral Maintenance to track referrals for your practice and to maintain demographic information about doctors who refer patients to your practice.  Within this maintenance you can create a Referral Source Code for each referring physician and maintain their Unique Provider Identification Number (UPIN).  You will maintain the NPI for the referral provider in Referral Set Maintenance found on the Additional menu.  

In addition to entering referring physicians you can use Referral Maintenance to set up referral sources that allow you to track where your practice's business came from.  For example, you can set up a Referral Source Code for website/Internet, Yellow page ads or for friends.

Tips:  

• Some practices find it helpful to set up each provider within your practice as a referring physician.

• Referrals facilitate Charge Entry.

• For more information about working with data in fields, see Data Entry Guidelines.

Directions:

To see directions for...

• Opening Referral Maintenance, click More.

   

  1.  Click File Maintenance from the Menu Bar.

  2.  Click Standard Maintenance.

  3.  Click Referral.
  
  Or, use the keyboard shortcut:  [ALT] [m] [t] [ARROW DOWN].

   

  Referral Maintenance Window Example:

  

• Creating a new Referral, click More.

   

  Referral Maintenance Prompts Tip:  To see more information about a field, click the hyperlink for that field name.
  Referral Source Code	Enter a code to be assigned to this referring physician or this source of referral. (4 characters) Tip:  If you are building a new Referral, displays near the Referral Source Code.  Default entries display and the first field is highlighted to let you know you can begin entering information.
  	To update the new or changed information click Save or press [ENTER]. Keyboard shortcut:  [ALT + s]
  	CAUTION:  If you forget to click Save, you may lose your changes.
  	You can use Search to view all of the existing Referrals.  From the Search list you can select a Referral to change or delete. Keyboard shortcut:  [ALT + r]
  	To display an existing Referral, enter the Referral Source Code and click Retrieve or press [ENTER]. Keyboard shortcut:  [ALT + t]
  Source	Enter the full name of the referring physician or other source. (20 characters)
  Abbreviation	Enter the abbreviated name of the referring physician. (10 characters)
  Tip:  Enter the address fields if you want to track referrals by location and print referral reports by location.
  Address	Enter the referring physician's address.  (25 characters)
  City	Enter the city name or a valid City Code to display the associated City, State and Zip code for this referring physician. (15 characters)
  State	The US Postal Service State Code displays if you entered a City Code above.  Otherwise, enter the US postal service State Code where this referring physician is located.  (2 characters)
  Zip Code	The Zip Code displays if you entered a City Code above.  Otherwise, enter the five-digit Zip Code or the nine-digit Zip+4 Code with the dash (—). (10 characters) Example:  04105—1308.
  Phone	Enter the referring physician's phone number.  Enter local phone numbers without the area code. (10.0 digits)
  Specialty	Enter the Specialty Code for this referring physician, if applicable.  Or, click to Search for the Speciality Code.  It is important to enter a Specialty Code if you want to see referring physicians listed by their specialty. (3 characters) Tip:
  Specialty Name	Displays to the right of Specialty Code for your reference.
  Contract Type	Enter a description for this type of contract.  This is informational only.  (20 characters)
  Note:  Because you can tailor the labels of the nine Form Type fields, the field labels in your software may not match the field names listed below.
  Form Type 1 - 9	Enter the referring physician's Unique Provider Identification Number (UPIN) for this Insurance Form Type.  The UPIN prints on the HCFA form in box 17A. (12 characters) Do this for each Form Type that your practice uses.

• Editing an existing Referral, click More.

   CAUTION!  If you forget to click Save, you may lose your changes.

  1.  To display the record to be changed, enter the Referral code and click or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Referral code, you can click to see a list of Referrals.

  2.  To position the pointer to the information that you want to change, press [TAB] or click the field using the mouse.

  3.  Enter the data changes.

  4.  To complete the edit process, click or press [ENTER].
  Keyboard shortcut:  [ALT + s]

• Deleting a Referral, click More.

  1.  To display the record to be deleted, enter the Referral code and click or press [ENTER].
  Keyboard shortcut:  [ALT + t]
  Tip:  If you do not know the Referral code, you can click to see a list of Referrals.

  2.  Click File from the Menu Bar, and then click Delete.
  Keyboard shortcut:  [ALT] [f] [d]

  3.  At the Delete Records prompt, click the Proceed button to delete the record
  or, click the Cancel button to escape from the delete routine.
  
  Example:
  
  
  
  Note:  After you click Proceed, you will see the following message on the Status Bar.