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Adding referrals from outside sources
In the Family File, you can add, analyze, review, and edit information about who referred a patient to your practice. Dentrix provides you with two types of referrals: Patient and Doctor/Other.
To add a referral from an outside source
1. With a patient selected in the Family File window, double-click the Referred By block.
The Patient Referrals dialog box appears.
2. Under Referred By, click Add Referral.
The Select Referral Type dialog box appears.
3. Select Doctor/Other, and click OK.
The Select Referred By dialog box appears.
4. If the referrals list is long, type the first three or four letters of the doctor or other referral name in the Enter Name field and click the search button to display only those names that begin with those letters.
5. Select the referring doctor or other referral type. If the referral source is not listed, click New. In the Referred By Information dialog box, enter the name, title, specialty, and salutation if this referral is a person. If the referral is not a person, enter the referral name then select Non-Person. (Selecting Non-Person prevents this referral source from receiving correspondence, gratuity, and so forth.) Enter address information and any notes, if applicable, then click OK.
6. After selecting the referring doctor or referral type, click OK.
The referral source is listed in the Dentrix Patient Referrals dialog box for the patient.
Note: If you later need to view or edit information about the referral source, click Edit. The Referred By Information dialog box shows the name, address, and phone number of the referral source. Click Edit to change any previous information about the referral source.
7. Select the referral, and then click Analysis to see more detailed information regarding this referral source.
The Referral Analysis dialog box appears.
The number of total referrals made from this source is listed in the Total Referrals Made field. In the Referral Date Span list, you can change the date span for referrals that are shown in the list. (All patients who have been referred by the referral source within the date span are listed.) In the Production Date Span list, you can change the total production date span. The Listed Referrals field indicates the number of total referrals that are currently shown.
8. Click New Gratuity to record a gratuity given to the referral source.
The New Gratuity dialog box appears.
9. Type the date and value of the gratuity, and select the type of gratuity sent or select <Add Gratuity Type> to create a new type. Select Add to Journal to record the gratuity in the patient’s Office Journal. Select the provider for whom to record the Office Journal entry. Click OK to save the gratuity information and return to the Referral Analysis dialog box.
10. You can quickly view an analysis of the gratuities given a referral by clicking Gratuity Analysis.
The Gratuity Analysis dialog box appears listing all gratuities and their total value.
To edit a gratuity, select it, and click Edit. To delete a gratuity, select it, and click Delete.
11. Click Notes to enter a note regarding the referral source. Click the spell check button to check the spelling of the note text.
12. To send the referral source an e-mail, click Send Message to launch a new message with the referral source’s e-mail address (if entered in the Family File).
13. When finished adding the referral, click OK to save your changes and return to the Patient Referrals dialog box.
Note: You can also send correspondence to a referral and clear referral information from the Patient Referrals dialog box.
14. Click Close.