Referral records often involve two offices and several handoffs. A visible request log prevents a missing document from becoming an invisible delay.
Open the request
Record who requested the records, what is needed, the patient’s approved contact details, and whether the required authorization is present.
Verify the destination
Use the practice’s approved secure channel and confirm the receiving office. Do not place sensitive information in an unapproved message or personal inbox.
Reconcile the response
Mark which documents arrived, who reviewed them, and what remains outstanding. Route clinical interpretation to the dental team and administrative gaps to the records owner.
Sources and verification notes
- U.S. Department of Health and Human Services: HIPAA Privacy Rule: Supports using authorized channels and privacy procedures for health information.
Sources support the specific guidance identified above. Policies, prices, and service scope can change; verify current details before relying on them.
Common questions
What should be tracked?
Track the request date, patient identifier, referring office, records requested, authorization status, channel, owner, and next action.
Can records be sent to any email address?
Use the practice's approved secure channel and verify the destination before sending or requesting records.