You can send a referral in a number of different ways. One thing that will likely be convenient, no matter which method you choose below, will be to first put the specialists that you refer to most often into your specialist contact list under Admin - Manage - Specialists/Other Listings.


Referral Options

  1. Referral Order ***MD HQ recommended method***
    Note: this method is slightly more complicated to set up, but has the advantage that you will be able to see and track outstanding referrals that you have sent in the patient's Open Orders block.
    1. Add one or more Referral items into your CPT lab orders database under Admin - Manage - CPT Database. You may choose to add a single item called "Referral" (CPT code: N/A, may leave all other fields blank), or add multiple different referrals for different types of specialties, e.g. "Physical Therapy Referral," "Acupuncture Referral," etc.
    2. To create a referral for a particular patient, order the referral as you would order a lab test - generally, via the Plan box of a SOAP note, selecting +Add/Schedule Orders, then searching/selecting for your Referral CPT entry in the labs to order search bar, and adding or modifying the diagnosis code(s) under "Reason for these tests".
    3. Type or copy/paste your letter to the specialist in the Notes to Lab field.
    4. To send, select "Add and Create Fax", or add the referral order to the plan and then right-click and select "Faxable Form". In the faxable, printable order form that is generated, click to make any desired changes or additions to the text that appears.
    5. Select who you want to receive the fax at the top (or type in a fax number). Then send as a fax, print, and/or save a copy to the patient's chart (and share via the Patient Portal).
  2. Simple Referral Letter: use the Blank Editable Form Template
    1. From the patient's dashboard or an encounter note, click on Reports and then on Blank Editable Form Template.
    2. In the window that appears, select which print/fax template you want to use (if applicable), and click on the blank area of the template form to write your notes to the specialist.
    3. Select who you want to receive the fax at the top (or type in a fax number). Then send as a fax, print, and/or save a copy to the patient's chart (and share via the Patient Portal).
  3. Referral + Encounter Note: use Fax this Encounter Note
    1. From within the relevant encounter note, go to Reports - Fax this Encounter Note.
    2. Use checkboxes at the top to of the faxable/printable version of the encounter note that appears to "Include a cover page", and "Include H&P" (patient demographics, insurance info, other basic patient info).
    3. Click on the cover page body, if applicable, to add your referral letter.
    4. Select who you want to receive the fax at the top (or type in a fax number). Then send as a fax, print, and/or save a copy to the patient's chart (and share via the Patient Portal).
  4. Referral + Encounter Note + Document: use Fax this Encounter Note
    1. Attach the document(s) you would like to include to the relevant Encounter Note, via the "Attach document or image" link just below the "Save & Sign" button in the note (or under the "Unsign" button in a signed note).  Choose "Select Existing Pt Document" and choose from the documents in their chart.
    2. Then, go to Reports - Fax this Encounter Note.
    3. Use checkboxes at the top to of the faxable/printable version of the encounter note that appears to "Include a cover page", and "Include H&P" (patient demographics, insurance info, other basic patient info), as well as to append the document to the fax.
    4. Click on the cover page body, if applicable, to add your referral letter.
    5. Select who you want to receive the fax at the top (or type in a fax number). Then send as a fax, print, and/or save a copy to the patient's chart (and share via the Patient Portal).
  5. Referral + Full Patient Chart: use Printable Patient Chart
    1. From the patient's dashboard, go to Reports - Printable Patient Chart.
    2. Use the embedded Remove links to remove any parts of the chart that you don't want to include.
    3. Check the box at the top to "Add a cover page," if desired. Type or copy/paste your letter to the specialist into the cover page.
    4. Select who you want to receive the fax at the top (or type in a fax number). Then send as a fax, print, and/or save a copy to the patient's chart (and share via the Patient Portal).


Pro tip: How can I template out my referral letters?

  • Go to Admin - Manage - Chart Parts and Add New. Give your template a name (e.g., referral-phys-therapy - no spaces!) and nicknames, if desired. Add the stock referral letter text that you want to use in the main text area, and click Add at the bottom to save.
  • Add the desired text to an encounter note by typing in the main text block to search for the desired Chart Part and selecting from the matches that appear to the left.
  • Highlight the text and (1) select "...Create Fax with Selected" from the menu that appears to create a Blank Faxable Form with the already in the body of the form or (2) copy (Ctrl + C), then paste the text into the Notes to Lab field (if using the Referral Order method, above) or Cover page (if you are using the Referral + Encounter Note or Referral + Patient Chart methods above).


Pro tip: How can I quickly pull up the Specialists' information without leaving my note?

  • IF you have the specialist's info in your specialist/other contact book (under Admin > Manage > Specialists), you can use the quick add prefix sp_ in the main text area of your SOAP note, and type the specialty and/or specialist name (underscores between multiple search terms) to search for the specialist that you want. Clicking on the specialist's name in the suggested matches that appear pulls their information into the main text area of your note and suggests adding the specialist to the patient's preferred Facilities and Specialists (you can ignore or dismiss this suggestions if this is not one of the patient's preferred specialists)
  • From the main text area, you can easily copy/paste the contact information into, for example, a recommendation that the patient would see on their encounter summary.