Regular Tasks - Clients - open client file - Referrers and Associates tab
- Client Referrals lists all referrals
- Referrers can be Doctors, other Clients, Your Web, Yellow Pages or ad campaigns
- Referrals are required should the client want a rebate from Medicare and many rules apply depending on the Medical Discipline. DCM applies most rules for you
- Enter Date of Letter and Commencement Date into DCM. DCM sends the Date of Letter for the claims and Medicare know to use the Date of Letter as the Commencement Date (item 104 or 110). If the Referrer's Provider Number is not active at the Date of Commencement, Medicare look at the Date of Letter as the Provider may have been active at that time but since moved on.
- When creating an appointment or raising an invoice, if the referral has expired, DCM notifies the user.
- Audit feature released in DCM 2023
Reporting on Referrals
- Reports - Referrers
- Other Reports also include Filter by Referrer
- Contact Management - Referrers/Surgeons and locate a Referrer and select Report on the sidebar
It is recommended that Referral details are not entered until you have the written Referral in front of you. Should you not have the Referral letter on hand, you can still add the Referral details for your reference and on invoicing the Client tick 'Client Yet To Present Referral' so that detail is not printed on the invoice or transmitted to Medicare.
If you do not enter Referral details before raising an invoice or invoice/receipt but you enter the details after, the referral is not automatically associated with this transaction. You must edit the transaction for the Referral to appear and save
In the Client Record - Referral - Add
- Select Referrals
- Select Add or press Alt+A
- Commence typing the Referrers Lastname
- Select if existing.
- Select [...] should you need to edit the Referrers Details (e.g.: they may have a New Location/Provider Number)
- Select [+] should they be a new referrer. How?
- Select the Location if they have more than one.
- The Commencement Date defaults to today's date or the date you have selected on the Calendar Control
- The Valid for period is dependant on the Referrer Category
- GP defaults to 12 months
- Specialist defaults to 3 months
- You can also select.
- 1 Indefinite, or
- x Number of Episodes
- Date of Letter is the Date the Referral Letter was written. You need to know ...
- Reference
- Do not use as a referral.
- Entity
- Comments
- Right-click on the Referral just added and select Scan Communications should you want to scan the Referral Letter at that point in time. Once Scanned in, you can then right-click and select View Scanned Referral
From the Appointment form
- On making an appointment, current Referrals are listed for selection.
- If wanting to add a new Referral, select the [...] to go to Client Record - Referrals and complete the steps above.
From the List View - Select Ref/Surg
- If creating Theatre Lists for Hospital, Anaesthestist or Assistant in Surgery where the Referrer is the Surgeon, you can in the List or Calendar View select the Ref/Surg at the top of The CONTROL Centre (also the Location, Hospital, Assistant and Anaesthestist) and this detail will then prepopulate thus creating the Referral automatically.
Feeding in from Upstream Applications
- Direct CONTROL can read in HL7 messages from Upstream Applications and if this detail includes Referral detail, this is added automatically.
- Select Edit on the sidebar and the Referral details section is now available to edit.
- Save
Deleting a Referral
If a Referral has been referenced on an Invoice or Communication (Report to Referrer), the Referral cannot be deleted without first removing any reference to it. Your choice is to add the correct Referral details and associate this with the invoice and/or communication and delete the incorrect one or you can edit a Referral by completing the above.
- In the Client Referral section select the Referral you wish to delete (click once)
- Select Delete
- Select OK
Reporting on Referrals