Referrals Management - Setup & Usage

Manage incoming/outgoing referrals, search and filter by status/provider, and create new referrals via a guided form.

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Navigation to Referrals

Navigation

From the Home Dashboard, click the Dashboard dropdown (see image). Two options are available:

  • Dashboard
  • Referral Management

Selecting Referral Management takes the user directly to the Referrals Management screen.

Scope

This page documents the Referrals grid (list), Advanced Search, and the New Referral flow.

Dashboard

The dashboard displays KPI cards and the main Referrals grid.

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Overview

The grid lists all referrals with key details like Patient, Provider, and Status. You can search, sort, and filter results using the toolbar.

Overdue referrals are highlighted in red.

Columns

Common: Patient, Direction, Specialty, Reason, Status, Urgency, Assigned To, Due Date.

  • Inbound: Referral From, Date Received.
  • Outbound: Referral To, Date Ordered.

Quick Actions

Update these fields directly in the grid:

Status Priority Due Date

Fax

The fax modal appears when the user selects a row and clicks on the fax icon.

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Fax Modal

Autofilled from Referral Data

The following fields will be autofilled from referral data:

Receiver Section

  • Source Receiver
  • Name
  • Fax
  • Phone #
  • Patient Info (default ON)
  • Subject

Sender Section

  • Sender
  • Name
  • Phone #
  • Fax

Advanced Search

Narrow results by status, provider, date, and attributes.

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Advanced Search panel

Filters

  • Assigned To - staff/user responsible for the referral.
  • Plan - payer/plan used for the referral.
  • Referral From / Referral To - referring and receiving providers.
  • Auth Type - authorization category when required.
  • Facility From / Facility To - originating and destination facilities.
  • Status - New, In Progress, Completed, Cancelled.
  • Priority - Low, Medium, High (colored chip selector).
  • Date range: start and end range for the referral

Behavior

  • Search button applies the current filters and refreshes the grid.
  • Priority renders as a pill control; current value is highlighted.
  • Active filters persist while you navigate within Referrals during the session.

Statuses and Priorities

Reference pills used for inbound and outbound referral workflow plus urgency levels.

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Inbound Statuses

Received Reviewing Scheduling Scheduled Completed Declined Cancelled

Outbound Statuses

Ordered Pending Insurance Insurance Authorized Insurance Denied Insurance Appeal Confirm Scheduled Consul Note Received Cancelled Denied Completed

Priorities

STAT Urgent Standard Elective

New Referral

Create a referral by completing patient and provider details.

The New Referral window now includes pills for Details / Actions, Comments, Documents, Visits, and Prior Auth. The Details / Actions pill contains Inbound and Outbound tabs. Prior Auth is shown only for inbound referrals.

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New Referral - Inbound

Referral Details

Patient Details
  • Patient Name (Smart Search)*
  • Plan
Inbound | Outbound * Inbound

Notes

  • The Referring To field in this window contains the dropdown of all provider
  • The Location or Facility field is PEHR's standard location field

Inbound Fields

  • Referring From
  • Facility
  • Specialty (should auto-fill if in referring provider)
  • Received Date
  • Start Date
  • End Date
  • POS
  • Status

Details

  • Assigned To
  • Status
  • Priority
  • Open Cases
  • Authorization Type
  • Authorization Code

Patient -> Insurance

From a patient chart, the Insurance tab also includes Referrals Management.

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Where to Find It

  • Open a Patient -> go to the Insurance tab.
  • The bottom section shows Referrals Management with "All / Incoming / Outgoing" and a New Referral button.

Note

Referrals Management is accessible both here (Patient -> Insurance) and from the standalone Referrals module; data stays in sync.

Insurance Actions

  • New Plan, Update Plan, View Insurance Card, Create RCM Task.
  • Eligibilities tab to review eligibility responses.

New Referral - Inputs & Behavior

  • Patient - once selected, the Plan field auto-fills from the patient's insurance.
  • When referral creation is launched from the Insurance section, Plan, Provider, and Location are pre-selected; users can change them if needed.
  • From / To - provider, facility, and specialty for referral direction.
  • Dates - Start/End, Received, Referral, Appointment.
  • Assigned To - required user; Status drives workflow.

Patient Chart -> New Referral

Referrals can also be created directly from the Patient Chart. Clicking New Referral opens the same referral screen used across the app.

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Navigation to Referrals

Where to Find It

  • Open a Patient Chart.
  • In the left column, locate the Referral Management card.
  • Click New Referral to launch the referral screen.

Update Referral

The update referral window has been changed now at the top header it displays the patient name, referral date and the referral type. The Update Referral window now shows Patient Name, Referral Date, and Referral Type in the header, and is divided into multiple tabs, including Prior Auth:

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Update Referral - Details/Actions

Details / Actions

Includes fixed information hidden behind a View More button.

Fixed Information (Both Cases)

  • Patient Name
  • Plan
  • Authorization Type
  • Authorization Code
  • Facility (for outbound, may be linked to referring provider where available)
  • Specialty (auto-fills if mapped in referring provider)
  • Received Date
  • Start Date
  • End Date
  • POS
  • Status

Inbound Case

  • Referring From
  • The Referring To field in this window contains the dropdown of all providers.

Outbound Case

  • Referring To
  • The Referring From field in this window contains the dropdown of all providers.