Referral / Contact Manager in Dental4Windows

Referral / Contact Manager in Dental4Windows

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Listed below is how to 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 linked to a patient as Referred By (how did you hear about us?) or Referred To (referred to specialist). 

Access Contact Manager

  1. Go to Patient Records > Patient tab
    1. Recalls / Referral sub-tab > Referred By / To sub-tabs > Click notepad icon

Create a New Referral Source

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

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

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

Create a New Referral Category

A referral category is used to sub-group referrals within a source, for example Online Advertising.

  1. Within the Contact Manager select the Source to add the Category to
  2. Click Category
  3. 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 Google.

Some Categories - Guardians, Insurance Companies, Patients, Practice Staff - pull data from elsewhere and new referrals cannot be added here. 
  1. Within the Contact Manager open the Source and select 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

    Make a Referral Inactive

    Instructions on how to make a referral Category (e.g. Advertising) inactive and/or a selected referral (e.g. Dr John Smith). 

    Access Contact Manager

    1. Go to Patient Records > Patient tab
    2. Find/View menu > Contact Manager
    3. Recalls / Referral sub-tab > Referred By / To sub-tabs > Click notepad icon

    Mark a Category Inactive

    1. Within the Contact Manager select the Category
    2. Tick Inactive
    3. Click Exit

    Mark a Contact Inactive

    1. Within the Contact Manager select the Referral 
    2. Tick Inactive
    3. Click Exit

    Link Referral Details to a Patient - how did you hear about us?

    For reference and reporting purposes, add how the patient heard about the practice within the Referred By section of their file. 

    1. Go to Patient Records > Patient tab
    2. Recalls / Referrals sub-tab > Within the Referred By sub-tab section select
      1. Source: click on the drop list and select
      2. Category: Click on the drop list and select
      3. A list of referral options will automatically appear onscreen

      4. Select the relevant referral 
      5. Click OK

    Log who a Dentist Referred the Patient To (Referred To)

    For reference and reporting purposes, add where each patient has been referred to.

    1. Go to Patient Records > Patient tab
    2. Recalls / Referrals sub-tab > Within the Referred To sub-tab section
    3. Click Add
      1. Date: Enter the date of the referral
      2. Referred to: Click the notepad icon
        1. Select the relevant referral 
        2. Click Link to Patient

      3. Notes: Enter quick notes about the referral

      4. To delete a Referred to record, select it in the list and click the Delete icon