Referrals

The referral template can be accessed from multiple sites in SETMA’s NextGen application including:

• AAA Home
• All Disease Management Tools Plan Templates
• PDM Plan Template
• Others

The Referral Template is opened by either:

1. Double clicking in the Referral window
2. Right clicking in the Referral window and clicking on "Add New."

Note: When the "Referral Template" is accessed the following fields are automatically completed: date, time, referring provider and status of referral. If after completing one referral, a second referral is completed by clicking on the "clear to add" button, the "Auto fill" button must be launched in order to complete those fields.

The key to successfully using the Referral template is to make sure that you complete:

1. The reason for the referral

1. It is very helpful if you specify a diagnosis or condition or question which motivated the referral.
2. If the referral is for a procedure or study, that must be indicated by checking the box by the appropriate study or procedure.
3. Only one referral can be made each time.
4. If a second or third referral is being made in the same encounter, the referral template must be closed (see below) and the "Add New" button clicked to add the second referral, or the "clear to add" button must be clicked once the first referral has been e- mailed and then the "Auto fill" button must be clicked. (see below)

2. To whom, or for what the referral is being made.

3. The urgency of the referral: routine, immediate, stat.

4. The e-mail function of sending the referral to the referral department.

The Referral Template is divided into two sections from top to bottom with a tool bar at the very bottom of the template.

The top section has five columns.

The first column has the following elements:

1. Patient Name – this is automatically completed.
2. Acute Diagnoses – this information pulls from the present encounter
3. Chronic Diagnoses – this information pulls from the present encounter
4. Auto-fill – this button is used for second or subsequent referrals in the same encounter if the "clear to add" button is used to execute the subsequent referrals.
5. Note: * Indicates procedures done in house

The second column has the following elements:

• Special Procedures

The third column has the following elements:

1. Ultrasound Sonogram
2. Therapy
3. Level of Referral: Routine, Immediate, Stat – this must be completed by the provider
4. Indication – this is a box where the reason for the referral can be documented by the referring provider.

The fourth column has the following elements:

1. Cardiac Procedures
2. Common Referrals – this is a list of providers and/or provider groups to whom SETMA commonly makes referrals.
3. SETMA Referrals - this is a list of all internal providers available for patient referrals

The fifth column has a single element:

1. E-mail – this is the function which sends the referral to the referral department.
   
   
   1. When the e-mail button is activated, a pop-up appears which gives several options for attachments.
   2. The choice of "this template" should be checked and then "OK" button should be clicked.
   3. When the e-mail window appears, it is possible to add additional information if needed for the benefit of the referral department and/or for the one to whom the referral is being made.
   4. Once any additional information is added to the message space on this e-mail, the "send" button should be activated.
   5. The referral has now being completed.


2. When the e-mail is executed the word "completed" will indicate that the referral has been successfully sent to the referral department.

The bottom section has the following boxes:

1. Date – this is the date the template was completed and is automatically generated.
2. Time – this is the time the template was completed and is automatically generated.
3. Specialty – this is the type of consultant to whom you are referring the patient and must be completed by the provider.
4. Referring Provider – this is the name of the provider making the referral and is automatically completed.
5. Referred to -- this is the name of the physician to whom the patient is being referred and must be completed by the provider.
6. Progress – this is the status of the referral and is automatically completed.
7. Reason – this is the reason for the referral and must be completed by the provider.
8. Notes – this is a place for any special instructions to the physician to whom the patient is being referred and must be completed by the provider.
9. Report – this is a box where any reports or other special materials can be entered by the referring provider.

At the very bottom, there is a tool bar with the functions:

1. Clear to Add – once a referral has been completed and e-mailed, this function can be used to complete another referral. If the second or subsequent referral is completed in this manner, the "Auto Fill" button at the bottom of the first column (see above) must be clicked. This will add the Date, Time, Referring Provider and Progress to the second or subsequent referral.
2. Delete – this will eliminate the referral if a mistake has been made.
3. Close – this will close the referral window.