Sending Referrals Out

10 min

Purpose

Ensure that patient referrals to outside providers are completed accurately, promptly, and with all required documentation, so that continuity of care is maintained and delays in treatment are avoided.

When

Complete this process when the provider determines the patient needs to be referred to an outside specialist, facility, or other healthcare provider.

Responsible Role

Referral Coordinator / Front Desk / Clinical Staff (according to office workflow)

Procedure

Step 1: Receive Referral Order from Provider

Obtain the referral order or referral request from the provider.

Confirm the referral includes:

Patient name

Date of birth

Diagnosis or reason for referral

Referred-to specialty or provider name

Ordering provider name

Any urgency or special instructions

Clarify any missing information with the provider before continuing.

Step 2: Verify Patient Information

Open the patient chart in ChiroTouch.

Confirm the following information is current and accurate:

Full name

Date of birth

Address

Phone number

Insurance

Update demographics if needed before sending the referral.

Step 3: Confirm Referral Details

Verify the name of the outside provider, specialist, or facility.

Confirm the referral destination fax number, phone number, or portal information.

Confirm the reason for referral matches the provider’s order.

Identify whether the receiving office requires:

Referral form

Office notes

Imaging reports

Insurance card

Demographic sheet

Authorization

Additional records

Step 4: Gather Required Documents

Collect all documents required for the referral.

Include, as applicable:

Referral order

Patient demographics

Insurance information

Recent office notes

Imaging reports

Test results

Medication list

Any supporting clinical documentation

Review documents to ensure they belong to the correct patient.

Step 5: Complete Referral Form

Fill out the outside referral form, if required.

Enter:

Patient name

Contact information

Insurance information

Referring provider name

Referred-to provider/facility

Diagnosis / reason for referral

Relevant clinical notes

Double-check for completeness and accuracy.

Step 6: Verify Authorization Requirements

Review the patient’s insurance for referral or authorization requirements.

Determine whether prior authorization is needed.

If authorization is required:

Obtain or request authorization per office protocol

Record authorization number if available

Do not send incomplete referral information if authorization is required unless office policy says otherwise.

Step 7: Send the Referral

Send the referral packet to the outside provider using the approved method:

Secure portal

Electronic system

Email, if approved and secure

Include all required documentation.

Confirm the transmission was successful:

Fax confirmation sheet

Portal submission confirmation

Electronic receipt, if available

Step 8: Document the Referral

Document in the patient chart that the referral was sent.

Record:

Date sent

Time sent

Destination provider/facility

Method used (fax, portal, etc.)

Reason for referral

Documents included

Authorization status

Upload or scan confirmation of successful transmission if applicable.

Step 9: Notify Patient

Contact the patient to inform them referral has been sent.

Provide:

Name of preferred provider/facility

Phone number, if appropriate

Any next steps the patient must complete

Document patient notification in the chart.

Step 10: Follow Up if Needed

Monitor for confirmation that the referral was received, if required by office protocol.

If the outside office reports missing information:

Gather the missing items

Re-send promptly

If the referral is urgent, follow up with the outside office directly.

Document all follow-up actions.

Final Check

Before closing the task, confirm:

Patient information is accurate

Referral order is complete

Required records were included

Authorization was addressed

Referral was successfully sent

Documentation was completed in the chart

Patient was notified