Contact Manager / Patient Referrals in D4Web

Contact Manager / Patient Referrals in D4Web

Quote
The Contact Manager holds all patient referral options that can be linked to a patient file as either a:
  1. Referred By (how did you hear about us?)
  2. Referred To (referred to specialist)

Contact Manager

Access the Contact manager List

  1. Click the navigation menu > Patients > Patients page
  2. Recalls / Referral tab > Referred By / To sub-tabs
    1. Click notepad icon

Create a New Referral Source within the Contact Manager



A referral source is used to group referrals, for example: Advertising. 

  1. Within the Contact Manager click SOURCE
    1. Source: Enter the name of the source

    2. Show in Find/View menu: Tick to have a quick link to open Contact Manager with this source selected from the Find/View toolbar

Create a New Referral Category


A referral category is used to sub-group referrals within a source, e.g Marketing Campaigns.

  1. Within the Contact Manager select the Source to add the Category to. e.g. Advertising
  2. Click CATEGORY
    1. Category: Enter the name of the category

Create a New Referred By

A "referred by" can be used for incoming and outgoing referrals, for example: Social media.

Notes
Note: Some Categories - Guardians, Insurance Companies, Patients, Practice Staff - pull data from elsewhere and new referrals cannot be added here. 

  1. Within the Contact Manager, select the Source and the  Category to add the referral to
  2. Click REFERRED BY
    1. Auto-Selected: Tick if this referral should be added to the patients' file as soon as the Category is selected for a patient
    2. Name: Enter the name of the referral
    3. Code: Enter a code for the referral
    4. The rest of the information is optional

  3. If this new referral is not linked to the Patient onscreen, click EXIT
  4. If this new Referral is linked to the Patient on screen, follow next steps

Link Referral Details to a Patient

Referred By - How did you hear about us?

Add how the patient heard about the practice within the Referred By section of their file. This is especially useful for reference and reporting purposes
  1. Select:
    1. Source: Click on the drop list to select Contact Selector
      1. Note: some fields will autofill depending on selections made
    2. Source: Click on the drop list and select from available options
      1. A list of referral options linked to the Source type you selected will automatically appear onscreen
    3. Category: Click on the drop list and select
    4. Referred By: Click on the drop list and select
    5. Notes: optional note area
    6. Click OK


Referred To - Referred the Patient To...

Add where the patient is Referred to (e.g. Specialist details). This is especially useful for reference and reporting purposes
  1. Recalls / Referrals tab > Within the Referred To tab
  2. Click Add icon

    1. Select the relevant referral (Add source / category / referral name if required) 
    2. Click LINK TO PATIENT

    3. Date:  Enter the date of the referral (automatically inserts todays date, however user can edit)
    4. Notes: Enter quick notes about the referral

Make a Referral Category or Referral Contact Inactive

  1. Access the Contact Manager as per instructions above
  2. To mark a Contact (within a category) Inactive:
    1. Within the Contact Manager select the Referral name 
      1. Tick Inactive box
      2. Click EXIT


  3. To mark a Category Inactive:
    1. Within the Contact Manager select the Category 
      1. Tick Inactive box
      2. Click EXIT



    • Related Articles

    • Referral / Contact Manager in Dental4Windows

      Add new referrals, make a referral inactive, link referral details to a patient, how did you hear about us? and log who a dentist referred the patient too (referred to). Add New Referrals The Contact Manager holds all referral options that can be ...

    • SMS Manager: Managing SMS Replies in D4Web

      The SMS Manager page holds all SMS replies from Appt reminders, Appt notifications, Patient records, Recalls & Queries. Where to find SMS Manager page Click the navigation menu > Management > SMS Manager page Managing SMS Replies... Sent from Appt ...

    • Patient Related Reports in D4W

      A range of reports covering Active patients efficiency of referral sources, patients alerts and allergies and recall effectiveness. Exporting, emailing and printing options available for all reports Links to 50+ other reports can be found at the ...

    • eKiosk Patient Experience

      The eKiosk service allows patients to check in on their devices or on the practice devices to update their appointment status in Dental4Windows/Dental4Web at the time of their arrival at the practice. Below is how a patient experiences the eKiosk ...

    • Patient Communication in Dental4Windows

      Set Patient Preferred Method of Communication for Appointment, Invoices, Recalls and Queries reminders, prompt to enter mobile on new patient creation, set patient preferred contact method for Recalls / Queries / Marketing, send SMS from Patient ...