New Patient Referral Workflow

This quick guide covers the new patient referral workflow. It explains how referrals arrive by fax, phone, or directly from the patient, then walks through receiving and routing the referral, logging it, building the patient chart in your practice management system, syncing to VieCure, scheduling the appointment, and documenting outreach.

 How a Referral Can Arrive

• Inbound Fax — sent to a shared inbox and picked up by whoever is monitoring incoming referrals. VieCure’s inbound fax capability is designed to route faxed referrals directly into the platform.
• Phone — the front desk takes the call directly.
• Directly from the patient — a patient calls the clinic after their primary care provider hands them a printed referral.

 Referral Intake Workflow

Regardless of channel, the referral moves through the same steps once it reaches the intake team:

• Inbound Fax page - locate the referral.
  • If the referral has come in via fax, it can be filed directly to the patient’s chart from the inbound fax screen once the patient exists in the VieCure platform.
• Log the referral — the coordinator records the date received, patient name, date of birth, and status notes, along with which records still need to be requested.
• Build the patient chart in your Practice Management System (PMS) 
  • The PMS is the source of truth for demographics, not VieCure.
• Patient Chart – navigate to the patient chart and verify that all information came over from the PMS accurately.
• Orders – navigate to the Orders page and place an order for the patient’s initial visit.
  • You can order the visit from favorites or search the order catalog.
  • You can also schedule an ad hoc visit and bypass the Orders step
• Patient Schedule – navigate to the Patient Schedule page and locate the appointment order.
  • You can drag and drop the order onto the calendar view or click inside the calendar to initiate scheduling.
• Add Task – if needed, click Add Task at the top of the screen to add tasks (such as missing records requests or prior authorization verification) for other staff members.
• Document outreach according to your facility’s Standard Operating Procedures (SOPs)[EM1]  — notify the patient of their appointment and validate their information.
  • Be sure to make any patient information updates in the PMS.