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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 Sources is where referring providers — physicians, NPPs, and other referrers — are entered and maintained. A referrer must exist in StrataEMR before they can be linked to a patient’s case, and their record drives several downstream functions including fax cover sheet population and claim submission. Navigate to the Referral Sources setup area: Menu Bar > Settings > Referral Sources.
Access: Viewing referral sources is available to all staff. Adding and editing referral sources requires Therapy Director permissions or above.

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Adding a Referral Source

In the Referral Sources setup area, click the Selected Referral Source dropdown and select Add New Referral Source. Fill in the referring provider’s details. The most critical fields are:
  • Name — The provider’s full name as it should appear on documentation and fax cover sheets
  • NPI — The provider’s National Provider Identifier, required for Medicare claim submission
  • Fax number — Used to auto-populate the fax cover sheet when sending Plans of Care and clinical documents
NPI lookup: A direct link to the NPPES NPI Registry is available on the Referral Sources page. Clicking it opens the registry in a new tab so you can look up a provider’s NPI without leaving StrataEMR.
Once a referring provider is added, they can be selected for any future patient without re-entering their details.

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Editing a Referral Source

Select the provider’s name from the Selected Referral Source dropdown to view and edit their details. Update any fields as needed and save. If an error was made when the referral source was originally entered on a patient’s case, an admin can correct it here and the updated information will reflect across all patients linked to that referrer. Referral source editing requires administrative privileges. If you do not have access, contact your practice administrator to make the correction.

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Deleting a Referral Source

Click the Delete button in the bottom-left corner of the Referral Sources setup area to remove a referrer. Use this only for true duplicates or data entry errors — deleting a referrer who is linked to active patient cases may affect those records.

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How Referrer Records Are Used

Faxing: When a clinician faxes a Plan of Care or clinical document from a patient’s case, the fax cover sheet auto-populates the referring provider’s name and fax number from their referral source record using the Quick Select menu. If the fax number is missing or incorrect on the referral source record, the fax will fail. Claim submission: The referring provider’s NPI is submitted on claims. For Medicare patients, a referring provider with a valid NPI is required — claims cannot be submitted without one. Plan of Care: The referring provider’s information flows into the Plan of Care section of clinical documentation, where the physician’s certification is tracked.

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Referring Provider Mailing List Export

A Referring Provider Mailing List Export is available in Practice Metrics under the Marketing reports section. This exports referral source contact and mailing details as a CSV file — useful for outreach campaigns or keeping a current provider directory.