Referrals

Estimated reading time: 5 min

Referral Clients – Referring Clinics and Vets

RxWorks understands the dynamic between clients, patients and the businesses that refer them to you and provides you with the tools you need to track referrals and referral details.
You can create referral clients and keep a record of the staff who work there. You can then record the date, business, contact and a detailed explanation for the referral.
Create links between the referring practice and the patient to keep track of histories and invoices and help you create post-treatment reports for the Referring practice. Use referral merge fields to create tailored correspondence to help your referral system run smoothly.

You cannot delete a client record if the record is a referring practice and the record is linked to patients the client has referred.

Creating a Referral Client (Clinic or Vet)

This will bring up the Referral Vets dialog that allows you to add individual referring veterinarians to the referring practice.

Make An Existing Client A Referral Client

If you want to make an existing client a referral client, just tick the ‘Referring Client’ box in the ‘Others’ tab on the Client Screen.

Click on the setup box next to this option to open the Referral Vets Dialog Box as shown above.

Noting a Referral

You can note that a certain patient has been referred to you on their patient file when you first create the patient, or at any time after.

To Add Referral Details To A Patient Record

To add referral details to a patient record:

  1. Navigate to the patient work area.
  2. Click on the Referrals button in the “toolbar”.

This will bring up the Patient Referralsdialog which allows you to search for, add and edit referral details.

Once a patient has been referred by a client, the Referrals button on the Patient screen will display in bold type. A patient may be referred at different times by different doctors on different dates.
If you set up your Clipboards correctly, you can even add referral details when you add an appointment.

Referral Reporting

You can view the type and volume of work that is generated by each referring client, broken down by service, income group, transaction type and cost center. RxWorks will produce a report on history summaries and invoicing from any record tagged as a referral client. The report can investigate details down to dosage instructions and labels.
You can access the referral reports through Reports > “G. Excel Analysis” Spreadsheets > Referrals.

Referral Merge Fields

You can make use of referral client details in communications with the following referral client merge fields.

Sending Patient and Visit Data to other Vets

With the release of RxWorks 4.0, the process of referring patient information has become a lot quicker and easier. The two major improvements allow you to:

  • Customise the email you send with the Patient History Report, to allow you to build and maintain that important rapport with your veterinary colleagues, without the need to re-create individual referral letters
  • Locate and use a referral email faster (You need to configure your SMTP settings correctly to make use of this feature).
  • To send a Patient History Report to other Veterinarians with RxWorks 4.0 (from the patient screen):

  • Select the patient you wish to send information about. At a later stage, you can make a change to the patient you select later, or you can select all patients for the same client, but you must have already created and saved the Visit/s you wish to include in the Patient History Report.
  • Select the Print Icon from the “toolbar”, or press Ctrl-P.
  • Select the Patient History option.
  • This will bring up the Patient History Report dialog.

    From this screen, you can opt to:

  • send information about all patients listed as belonging to the same client as the patient you have selected
  • send information about the patient you have selected
  • send information about a different patient listed as belonging to the same client selected.
  • You can restrict the report to:

  • invoices over a certain period
  • a selection of consultations
  • If you choose to narrow the selection to particular consultations, you should check the box next to each and every consultation you want to include in the Patient History Report.

    You can also choose to show other details in the Patient History Report. You can choose to show:

  • The details of any labels for any medications you sold or used.
  • Just the history, or history and items, or history and items and prices.
  • You can also choose to show or not to show the results as the procedures you applied, although we strongly recommend keeping this box checked.

    After you have made your selection, you can make an output selection from the top menu.

  • Preview: Allows you to review the report before exporting it to another application
  • Print: Sends the report straight to the printer
  • Export: Allows you to export the results to another program, including Excel
  • PDF: Turns the report into a PDF
  • Email: See below.
  • setup: Allows you to set up the security and report styles for this report.
  • Sending Referral Information via email

    If you choose to send information via email, you will see the following dialog:

    As you can see, the email dialog allows you to choose one or more valid email addresses for your referral veterinarians, and allows you to copy your client in on the email.
    For an email address to appear in the list, it must be a valid email address that is for either your client, or for a referral veterinarian.
    If you do not see the correct email for the correct referral veterinarian (client), check that you have created the referral client and that you have noted that referral client on the patient page for the patient which you are creating the Patient History Report for.
    If the incorrect email details appear for the referral veterinarian (client), make you have noted the details correctly here.

    Subject
    After you select all the necessary email addresses by checking the appropriate boxes, check to see the Subject of the email is appropriate. However, the subject that RxWorks generates for you is likely to be correct.

    Body
    Creating the body of the email allows you to build and maintain a good rapport with your colleague who referred the patient to you.

    Here is a sample of the pdf output. Note the demonstration headers and footers – your own headers and footers would appear in their place.

    Keep in mind that the full Patient History Report will appear as a .pdf attachment, so there is no need to repeat yourself in these notes, although you may obviously wish to make your own observations about the report here.

    Configure Outgoing Mail Server Settings

    To make use of this feature, you need to configure your SMTP settings correctly at Tools & Utilities > Client > Configure SMS Settings > Configure SMTP.

    These are example settings only DO NOT USE THESE SETTINGS.

    You can get the correct settings from your internet service provider (they will be the same as your settings for any outgoing email), or you can copy the settings from Microsoft Outlook on your computer. If you copy the settings from Microsoft Outlook, you will still need to know or obtain your password.
    In most cases you will only need to fill in the first field (SMTP Server) and will not need to provide username, password and port. The need for this information will depend on your Internet Service Provider (ISP) however.

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