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Patient Referral Dashboard

Receiving a Referral

How is Incoming Information Matched With Existing Information in Provet Cloud

Processing a Referral Consultation

Prerequisites

The Referral Portal has been set up and the Provet Cloud account has been configured to use patient referrals.

Patient Referral Dashboard

Incoming patient referrals will arrive in the Patient Referrals dashboard which is a tab on the general Provet Cloud Dashboard.

The referral dashboard shows a table of all referrals, with the default filters being all-inclusive. Note that you can filter by using the name search (Filter), assigned user (Personnel), the Status or by using extended search options (Show extended search).

The table shows all referrals, sorted by the status by default. Note that the displayed columns can also be adjusted with the grey Columns button on the left. As usual, filter status can be saved using the white wrench button on the right.

Receiving a Referral

How is Incoming Information Matched With Existing Information in Provet Cloud

When a referral arrives from the portal into Provet Cloud, several checks happen in the background:

• Referring organisation and veterinarian matching is attempted.
  • For the match to be successful, the organisation and veterinarian information from the portal must fully match an existing referring organisation and veterinarian in your Provet Cloud. In this case, the matched organisation and vet are used.
  • If no match is found, a new referring organisation and vet will be created.
  • If a referring organisation is matched, but the referring vet is not matched, the referring organisation match is used and a new referring vet will be created and connected.
  • If a referring organisation is not matched, but the referring vet is matched, a new referring organisation and vet will still be created by Provet Cloud.
  • If the referring organisation or vet already exists on the Provet Cloud side but as a regular organisation or client, the system will still create a new referring organisation or vet, even if other information matched perfectly.
• Client and patient matching is attempted.
  • As with the referring organisation and vet match, it must be a 100% match, meaning all information fields must contain the same information.
  • When the receiving Provet Cloud account has duplicate clients or patients, and a match is found with them, a new client or patient will still be created by Provet Cloud.

1. Connect a Veterinarian (Responsible Employee).

Initially, when the referral appears in the table shown above, it is not connected to any appointment, consultation, task, ward or person.

The first step is to connect a veterinarian (responsible employee):

1. Find the needed referral from the table and open it for editing using the white pen button.
2. A new dialogue opens. Use the Veterinarian field at the top of the dialogue to assign a user to this referral.
3. Select Save from the bottom of the dialogue. Note that other referral details can also be edited during that phase.

2. Create an Appointment (or a Consultation).

The next step is to book an appointment or create a consultation from the client/patient page directly if you wish.

To create an appointment:

1. Find the needed referral from the table and open it for editing using the white pen button.
2. Scroll down in the dialogue and find the blue Appointments button and select that to start creating an appointment.
3. You will be directed to the appointment calendar where you can find the appointment time and start the booking normally.
4. The appointment booking dialogue will otherwise work normally, but you will also see a Referrals section in the middle, indicating a link. Note that the information about the client, patient, referring organisation and veterinarian is also prefilled.
5. Once you have checked that the information is correct, select Save from below to complete the booking. The referral is now received and the consultation can be processed normally.

Processing a Referral Consultation

1. Admit the patient.

A referral case can be admitted from three places:

• On the Referral dashboard, you can use the green admission button (1) to start the process.
• You can admit normally from the Appointment calendar.
• You can admit normally from the dashboard, Scheduled appointments.

2. Process the consultation.

As this is a referral consultation, it will have a special Patient referrals section (1) at the top of the consultation page.

Note that you can also see any attached files from the Connected notes (2) in the general information section.

3. Send feedback to the referring veterinarian.

A special Feedback to referring vet section on the consultation page will also appear.

1. Start by adding a new entry by using the blue plus button.
2. Enter the feedback text. Note that you can also use templates and add attachments.
3. Note that the feedback is not sent until you change the Status from the drop-down menu on the top-right to 'Sent'.
4. Select Save from the bottom left to save the feedback and send it. If you want to save it as a draft, keep it in the 'Not sent' status.

Feedback Table on the Consultation

Note that if your clinic has student features enabled, you will also see elements like the Show only unapproved referral feedback filter and the Comments button on the feedback entry row.

You can also Print or Email feedback by using the buttons on the feedback entry row. The email option will become available once you have saved the entry at least once.

4. Finalise the referral.

To finalise the referral, navigate back to the Patient referrals dashboard and open the referral for editing. Change the Status from the top-right corner to Feedback sent.

See Also

Sending and Monitoring Patient Referrals

Referral Portal Setup