Documentation Index
Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt
Use this file to discover all available pages before exploring further.
Referral Management is a pipeline view that tracks new patient referrals from first contact through to scheduling. It replaces whiteboard and sticky-note tracking with a structured, sub-status workflow that keeps the front desk organized and prevents new patients from falling through the cracks.
Any patient with a Referral status on their Demographics page automatically appears in the Referral Management view.
Access: All staff can view and manage the Referral Management pipeline.
Tip: The referral list can be used for more than referrals. Direct access patients can also be set with a referral status if you’d like to track them through the intake pipeline.
Accessing Referral Management
Click Referral Management by hovering over the person icon in the Patient Menu Bar. The view displays all patients currently in Referral status at your selected facility.
The Referral Pipeline
Patients move through a series of sub-statuses as they progress from initial referral to scheduling. Examples of referral sub-statues:
| Sub-status | What it means |
|---|
| New Referral | Patient has been added; no contact made yet |
| Initial Contact Made | Staff has reached out to the patient |
| Pending Verification | Waiting for benefit verification to complete |
| Pending Authorization | Waiting for authorization to be obtained |
| Ready to Schedule | All prerequisites are met; patient can be scheduled |
Creating a Patient in Referral Status
When a new referral comes in, create the patient account as normal but set their status to Referral on the Demographics page before saving. This routes them into the Referral Management view automatically.
Building the case in Referral status allows you to enter demographics, policy information, and begin benefit verification without the patient showing up in the active patient list or triggering Unscheduled Patient tasks.
Referral status patients are excluded from Unscheduled Patient tasks. This prevents new referrals who haven’t been scheduled yet from generating dashboard noise while they’re still in the intake pipeline.
Scheduling a Referral
When a patient is ready to be seen, update their status from Referral to Active on their Demographics page. The patient’s existing case, policy, and verification details carry over — nothing needs to be re-entered. They will then appear in your active patient lists and can be scheduled normally.
Front Desk Ownership of Fax Tasks
When a referring physician faxes over a referral, the associated fax tasks can be owned and managed by the front desk rather than clinicians. The front desk can view inbound faxes, attach them to the correct patient account, and move the referral through the pipeline — keeping clinicians focused on documentation.
