Page 48 - 2022 Risk Basics - Systems

SVMIC Risk Basics: Systems

has some understanding about the need for the referral and a specific

test or procedure that may be indicated, it increases the likelihood
that the patient will keep the appointment. Also, the patient will have

an idea of what to expect and be better able to communicate any
additional symptoms or concerns. If your EHR does not track referrals, it

is important that you maintain a separate paper log, tickler file, or other
tracking system in your office to include referrals. Indicate the date you

expect to receive correspondence from the specialist. Many offices use a
simple paper tracking log to keep track of referrals if the electronic health

record does not have the functionality. The log is maintained until you
receive a report back from the consultant. Even if you have an EHR, be

sure you have a fail-safe tracking method for referrals.

Tracking referrals and consultations hinge on careful and timely
communication. The good news is, tracking referrals is a team effort.

The process involves physician engagement to set the patient’s
expectations, recommend a specialist, and ensure the specialist is aware

of the condition and receives the appropriate records. Many of these
tasks can be filled by other staff (i.e., nurse, office manager, or a referral

coordinator). The referral process is often hindered by ambiguity of
roles, so it’s important to design a process with defined tasks and clear

responsibility.

In a larger practice or institutional setting, the referral process should

involve leadership as well. Having a consistent, standardized process with
a point-person, if possible, enhances the effectiveness of the system. If

there is a concern with a physician or staff individual not following the
agreed upon process, then leadership should be consulted to take action.

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