Analyzing referrals by doctors

From the Office Manager, you can access the same Referral Analysis information available in the Family File. The Referral Analysis gives you very specific information about the amount of production and the total number of referrals made by a patient in user-defined referral and production time spans.

To access and use the referral analysis of a referring doctor or other source

From the Office Manager, you can access the same referral analysis information available in the Family File. The Referral Analysis gives you very specific information about the amount of production and the total number of referrals made by a patient in user-defined referral and production time spans.

To access and use the referral analysis of a referring patient

1.   In the Office Manager, from the Analysis menu, click Doctor/Other Referrals.

The Select Referred By dialog box appears.

2.   Select the doctor or other source that you want to view the referral analysis for and click OK.

The Referral Analysis dialog box appears.

3.   You can select a different span option to change how the Referral Analysis is displayed in the pane:

·        Referral Date Span - Select the desired span (Last 30 Days, Last 6 Months, Last 12 Months, Year-to-Date); or select All Referrals to display every referral made by the selected patient.

·        Production Date Span - Select the desired span (Last 30 Days, Last 6 Months, Last 12 Months, Year-to-Date); or select None to ignore production; or select All Production to display the total production from referrals by the selected patient. Production is displayed in the Production field.

4.   If a doctor’s referrals have been particularly productive for your practice, you can make a note of any gratuity that you have given. To indicate a new gratuity has been given to the selected patient:

a.   Click New Gratuity.

The New Gratuity dialog box appears.

b.   Type the date the gratuity was sent to the referring doctor.

c.   In the Type list, select the type of gratuity. If the type is not listed, select <Add Gratuity Type>.

The Add Gratuity Type dialog box opens.

d.   Type a description of the Gratuity Type and the Value, then click Add. To change an existing type, select it in the Add Gratuity Type dialog box, make the desired changes, then click Change. Click Close when finished to return to the New Gratuity dialog box.

e.   Select Add to Journal if you want to record the gratuity in the patient’s Office Journal.

f.   If you selected Add to Journal, click the Provider search button to select the provider for whom the Office Journal entry should be recorded.

g.   Click OK to save the new gratuity.

You can click Gratuity Analysis to quickly view an analysis of the gratuities given to the selected referring doctor. All gratuities, along with the total value, are displayed. Click Edit to edit any selected gratuity or Delete to delete any selected gratuity.

5.   To enter a note regarding this referral source, click Notes, type the desired note, and then click OK.

6.   To send an email message to the referring patient, click Send Email.

Your default MAPI-compliant email software opens (if installed) with the patient’s email address in the To field of a new message. If the patient does not have an email address entered in the Family File, the To field is blank.

7.   Click Office Journal to launch the Office Journal module for the selected referring doctor so that you can see any referrals made, along with gratuities, and correspondence sent.

8.   To save the settings you have made, select Save As Default.

9.   Click OK.