You can create a referrals URL for each referral source you want to track. You can track how many clients were referred from each source, and whether referred patients received any services.

The URL links to a referral form built using Form Builder. You can post the URL in a page on your clinic's web site. You can send the URL to other providers, who fill out the form with the information for clients they want to refer to your clinic. Data entered in the form by a provider is written to the DrCloudEHR database.

When a provider submits the referral form, DrCloudEHR uses the same data entered in the form to add the client as an applicant for a residential program or facility. Entry fields in the referral form are mapped to corresponding fields in the Add Applicant page. For more information on applicants, see Intaking a Patient into a Facility or Program.

Contact DrCloudEHR Sales to add this feature to your site.

This topic contains the following sections:

Create a Referral Form

You must use Form Builder to create a referral form to use to track referral details. You select the form to use when you create the campaign. 

When you create a new referral form in Form Builder, the form includes a Referral Section that contains default required fields. You cannot modify or remove the fields in this section, which are displayed in the new form. However, you can add additional sections that contain additional fields you want to include in the form. 

The image below shows the default required fields in the Referral Section of a referral form:

For more information on using Form Builder to create or edit forms, see Using Form Builder.

To create a new referral form in Form Builder:

  1. Click the Practice tab.
  2. Expand the Administrative tab, and then click Form Builder.
  3. Enter a name and description for the form.
  4. Select Referral Form from the Form Type menu.
  5. Optionally click the Section button to create a new section where you add your own fields.
  6. Click Save to save your new form.

Create a Referral Campaign to Track and Manage Referrals

DrCloudEHR displays the default fields in the referral form you select for the campaign. You can add additional fields that exist in the form to the referral form used in the campaign.

DrCloudEHR also displays the mappings between fields in the form with fields and fields in the Add Applicant. You can map additional applicant fields to the corresponding fields in the referral form. 

  1. Click the Practice  tab.
  2. Expand the Administrative tab.
  3. Expand the Referrals tab, and then click Referral Management.
  4. Click Add.
  5. Enter a name for the campaign.
  6. Select the date range during which the referral form URL remains active.
  7. Enter a message displayed after a provider submits a referral.
  8. Select the referral form to use.
  9. The page displays the default form fields and corresponding applicant form fields. Select an additional field in the selected form, and the corresponding applicant form field that you want to display in the form, and then click Add.
  10. Select the method to use to notify users within your organization when a new referral is received, and then select the users or user groups to notify.
  11. Click Save.

Send the Referral Campaign URL to Other Providers

Send an email message containing the URL that links to the referral form page to providers you want to include in the campaign. The URL is automatically included in the message.

  1. Click the Practice  tab.
  2. Expand the Administrative tab.
  3. Expand the Referrals tab, and then click URL Management.
  4. Click Send Email.
  5. Enter the provider's email address, and then click Send.