Article guide
A referral is not complete when it arrives in an inbox. The tracking board should show what was received, what is missing, who owns review, and what the patient should expect next.
Use a small status set
Useful statuses include received, missing information, awaiting clinical review, ready to schedule, patient contacted, scheduled, returned, and closed. Define each status with an entry condition and next action. Avoid “in progress” as a catch-all.
Protect the details
Store only the information required by the practice’s system and access policy. Follow the approved verification and secure-transfer process when a referral contains protected information. Do not copy sensitive details into an open team chat as a shortcut.
Assign ownership
Every card needs an owner and due point. If the owner changes, record the handoff. When a patient is waiting, document the approved communication expectation without inventing a deadline the practice cannot meet.
Reconcile the board
Compare the board with the scheduling system and referral inbox at a defined cadence. Investigate items that appear in one place but not the other. Aging work may indicate unclear acceptance criteria, not just a need for more calls.
Common questions
The board is an operational view. It should point staff to the right next action while the source record remains authoritative.
Sources and verification notes
- HHS: HIPAA Privacy Rule: Provides the privacy framework for handling protected health information during referral coordination.
Sources support the specific guidance identified above. Policies, prices, and service scope can change; verify current details before relying on them.
Common questions
What status should a new referral receive?
Use an intake status that shows the referral was received but not yet checked for completeness or assigned for review.
When is a referral closed?
Close it only when the practice's defined outcome is documented, such as scheduled, returned, declined, or transferred with ownership recorded.