View the Referrals List

What Is the Referrals List?

The Referrals list displays all of the patients who have been referred to the health system's access center from community care providers, such as physician's offices, free-standing clinics or emergency rooms. These referrals can be created by facilities in community medical practice accounts or by the health system's access center. Each row represents one patient's referral. The information from the referral's fields appears in columns. Each column describes one referral field. Your administrator determines the configuration of the Referrals default view. However, you can customize the default view. The TransferCenterIQ™ application retains your customizations until you sign out. Subsequently, when you sign in, the default view appears again.

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Who Can View the Referrals List?

The administrator for your TeleTracking solution assigns roles to users. If you have been assigned the External Care Provider role, you can view the referrals from all of the facilities with which you are associated when those facilities are selected in the My Current Facility filter.

External care providers see the following:

If you have been assigned a Patient Placement Specialist role and your health system has the TransferCenterIQ™ application on the TeleTracking IQ^® platform integrated with the Community Access® Portal, you can view the referrals from the referring facilities in all medical practice accounts that are associated with your health system.

Patient placement specialists see the following:

Note:

Ellipses (...) appear next to fields that have more information that is not visible. To see all of the information for the field, hold your mouse over the field until a tooltip appears that displays the hidden information.

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Why View the Referrals List?

As an External Care Provider, you view the Referrals list to submit patient referrals to other facilities and track the progress of the referrals. As a Patient Placement Specialist you view the Referrals list to import referrals into your health system. The Referrals list lets users with either role see at a glance the most recent information concerning patient referrals. The list is comprehensive because both users with External Care Provider roles in the referring facility and users with Patient Placement Specialist roles in the access center of the preferred facility can create the referrals. The list information updates every 30 seconds. Depending on your role, you can sort, view, expand, edit, import, or cancel referrals, and view cancellation reasons.

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How Do I Know That Referrals Are Pending for Import?

When external care providers submit referrals to the health system, the referrals appear on the Referrals list with a Submitted status. Patient placement specialists see an orange flag icon () on the Transfers > Referrals tab when there are referrals with a Submitted status waiting to be imported. The Referrals tab also displays the number of submitted referrals in parenthesis. The count of referrals updates every 30 seconds. Patient placement specialists easily see when the community care teams have submitted referrals that are waiting to be reviewed by the health system's access center.

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How to View the Referrals List

Do one of the following depending on the role that you have:

If you have an External Care Provider role, go to Access > Referrals to display the Referrals list.
If you have a Patient Placement Specialist role, select Access > Transfers to display the Cases list. If your health system has the TransferCenterIQ™ application integrated with the Community Access® Portal, you can then select the Referrals tab to display the Referrals list.

External care providers may see the My Current Facility field after signing in. In that case, select the name of one facility or the All My Facilities option to display the appropriate referrals in the list.

If you are associated with only one facility in one Medical Practice Account, the My Current Facility filter does not appear on the Referrals list. The referrals for your one facility appear automatically.
If you are associated with more than one facility in your Medical Practice Account, you can choose to display one of the following:

Only one facility (the option with the facility's name).
All of the facilities (the option All My <Medical Practice Account Name> Facilities).

If you are associated with more than one Medical Practice Account, all of the Medical Practice accounts and their associated facilities appear in the selection list. You may choose to display one of the following:

Only one facility from one of the Medical Practice Accounts (the option with the facility's name).
All of the facilities in one of the Medical Practice Accounts (the option All My <Medical Practice Account Name> Facilities).

Note:

The facilities are listed under the name of their Medical Practice Account in the My Current Facility drop-down list. On the Referrals list, you can display all of the facilities or one of the facilities for one Medical Practice Account at a time.

If you have the Patient Placement Specialist role and your health system has the TransferCenterIQ™ application on the TeleTracking IQ^® platform integrated with the Community Access® Portal, you automatically see the referrals from all facilities for all medical practice accounts that are associated with your health system. The My Current Facility field does not appear and you do not have to select your facilities.

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How to See That Referrals Are Pending

If you have a Patient Placement Specialist role, select Access > Transfers to display the Cases list.
If your health system has the TransferCenterIQ™ application on the TeleTracking IQ^® platform integrated with the Community Access® Portal, the Referrals tab also appears.
If there are referrals that are in a Submitted status, an orange flag icon () appears on the Transfers > Referrals tab. The number of submitted (pending) referrals also appears, updates every 30 seconds, and remains visible as long as there are referrals in a Submitted status on the Referrals list. The flag icon alerts you that submitted referrals are waiting to the reviewed by your health system's access center.

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Filter Referrals

Filter by Created Date

In Filter by, select Created Date.
Type a date or use the calendar tool to select a date that is the beginning of the created date range, or select Today to put today's date in both Filter by fields.
If you want an end date that is not today, in the field next to to, type a date or use the calendar tool to select a date that is the end of the created date range.
Select Apply filter to display the referrals that have a created date within the range that you entered.

Filter by ETA

In Filter by, select ETA.
Type a date or use the calendar tool to select a date that is the beginning of the ETA date range, or select Today to put today's date in both Filter by fields.
If you want an end date that is not today, in the field next to to, type a date or use the calendar tool to select a date that is the end of the ETA date range.
Select Apply filter to display the referrals that have an ETA date within the range that you entered.

Clear Filter

Select Clear filter to clear the dates that you entered and display the full list of referrals.

Note:

You can filter by the Created Date or ETA date range alone or together.

You can apply one filter and then apply the other filter to the resulting list of referrals.

The dates that you enter remain in the filter fields until you select Clear filter or until you sign out.

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Sort Referrals

By default, the Referrals list is sorted chronologically by the created date. The most recent created dates appear at the top of the list.

Some columns allow you to change the sort order by the values they display. If a column can be sorted, an arrow appears when you select the column heading.

Select the column headings to display the rows in a descending sort of that column's values.
Select the header again to reverse the sort.

Note:

The Clinical Notes, Caller Phone, columns cannot be sorted.

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Search Referrals

On the Referrals list you can search for referrals by the associated information that appears in some of the list columns. If a column displays a search box below the column heading, then you can filter on the column information.
In the search box below the heading of the appropriate column, begin typing the text that you want to find.
If the search box displays a drop-down list, select one of the options. Repeat the process to select more than one option in the same column.

The Referrals list refreshes to display only the referrals containing the letters that you typed or the options that you selected in the column you searched.

If [Blank] is one of the options in the drop-down list, you can select it to display referrals that do not have a value in that column.

The options in the drop-down list may display additional information that the administrator has configured to help you select the correct facility. The Referring Facility and Destination Facility columns on the Referrals list display the facility's the city and state. On the Transfers > Referrals list, the Referring Facility and Preferred Facility drop-down lists may display the facility's city and state as well as a hierarchy of the enterprise to which the facility belongs. Each level or group of the hierarchy is separated by a chevron (>) character. For example, East End Medical Center might appear as:

On the Transfers > Referrals list, you can filter the Referring Facility and Preferred Facility columns to view all the facilities belonging to an enterprise group if the administrator has configured that information. If you select an enterprise group in the drop-down list, then only facilities belonging to that group appear in the Transfers > Referrals list. Enterprise groupings that do not have at least one facility associated with them do not appear in the drop-down list.

For example, the drop-down list may display something like the following:

The result is that the following facilities appear in the column:

Note:

If the width of the column prevents all your search criteria from appearing, select the search field to expand it vertically and display all of the search criteria.

To see fewer returns in the returns list, do any of the following:

In text search fields, type more letters.
In search fields that display a drop-down list, select fewer options.
Combine searches in more than one column.

To see more returns in the returns list, do any of the following:

In text search fields, type fewer letters.
In search fields that display a drop-down list, select more options.
Search fewer columns at the same time.

Delete all text in the search field to stop searching that column of the list.

Example:

In the box above the Referring Facility column, begin typing the name of the referring facility that you want to find and select it from the list that appears. You can combine searches in more than one column. For example, you can select "East End Medical Center" in the Referring Facility search box and "Pulmonary Fibrosis" in the Diagnosis search box. The results that appear are the cases that have both the referring facility East End Medical Center and a diagnosis of Pulmonary Fibrosis.

Note:

Patients' names appear in the list in the following format: last name, first name, suffix (if appropriate).

If a column cannot be searched, no search box appears below the column heading.

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Add or Remove List Columns

You can add or remove any column to customize your Cases and Referrals lists.

Each time you sign in, the default columns appear on the Cases list, Referrals list or Transfer > Referrals list. See one of the following as appropriate:

What Information Appears on the Base Default Cases List?

What Information Appears on the Base Default Transfers > Referrals List?

What Information Appears on the Base Default Referrals List in the Community Access™ Portal

Select the Show/Hide Columns icon () at the top right of the page to display the Show/Hide Columns dialog box. The options in the list may appear differently from the screenshot below depending on your role on the TeleTracking IQ^® platform.

Select the boxes next to the names of columns that you want to appear on the list or select Select All to select all of the columns at once.
Clear the boxes next to the columns that you do not want to appear on the list or select Unselect All to clear the check boxes for all of the columns at once.

Note:

You must select at least one column to appear on the list.

Select Update to return to the list. Your changes to the column selections appear in the list. Columns that you added appear at the far right of the list.

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Resize List Columns

Hold your mouse on the border between two columns.
When the double headed arrow appears select and drag the column border to the width that you want.

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Re-Order List Columns

You can move any column to customize your Referrals list.

Select a column heading and drag and drop it in a different location on the list view.

Note:

When you sort, search, filter, add or delete columns, set column widths, and re-order columns, your settings remain until you sign out.

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What Information Appears on the Referrals List?

Note:

Reset the List to the Default View

Administrators can set a standard view of the Referrals lists for all external care providers to use. Administrators can select which columns appear, the order of columns, column width, the column by which the list is sorted and the direction of the sort. In addition, administrators can type text search filters to only display cases in which that text appears and can select one or more filters from the column drop-down filter list to display cases with the selected data. Default list views automatically appear when you sign in. You can customize the default list view as described in the previous sections of View the Referrals List. However, you can return to the default list view after you have customized your list.

Go to the Referrals list list.
Select Reset To Default () in the top right corner of the list.
The list returns to the administrator's default configuration.

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