Epic's Referrals functionality allows users to perform numerous referral-related actions including: creating and editing referrals, associating visits with referrals, tracking referrals, receiving warning messages for required referrals during Appointment Entry, and approving/denying/pending referral.

Resources

The following resources provide information on Referrals functionality.

Beacon (Recurring Medication Plan) Referrals

General

  • Adding a Communication Note to a Referral - (Handout) Communication notes can be added to a referral record to document conversations, communications, and events pertaining to the referral.
  • Using Document Builder from a Referral - (Handout) Document Builder can be used by Prior Authorization staff to send documentation to payors from a referral.
  • Creating New Patient Medical Record Numbers (MRNs) - (Handout) New patients need a Medical Record Number (MRN) created if they do not already exist in Epic.
  • Referral Workqueues and Referral Maintenance - (Handout) Referral Workqueues contain referrals and authorizations in all stages of the referral life cycle. Filters can be used in the workqueue list and within workqueues, and referrals can be opened and edited as appropriate from within the workqueues.
  • Reviewing Workqueue List Basics - (Handout) To find patients that have referrals and need to be scheduled, the Referrals Workqueue List is used to quickly find these patients.
  • Send a MyChart Message From a Referral - (Handout) Notifications can be used to create MyChart messages when it has not been possible to reach a patient via other means, letting patients know that a referral is waiting to be scheduled.
  • Viewing Insurance Referral Status - (Handout) Insurance Referral Status can be viewed from the Appointment Desk and indicates whether the Referral has been authorized.
  • Viewing the Referral Audit Trail - (Handout) Users accessing any type of referral can use the View History button within a referral to see the history of the referral.

Documenting Authorization

  • Documenting Referral Authorization - (Handout) When authorization is required for an existing referral attached to an appointment, or the authorization dates documented do not cover the date of the appointment, the referral will fall to the Referral workqueue.
  • Documenting Referral Authorization for Commercial Insurance - (Handout) When authorization is required for a patient with commercial insurance for an encounter, a referral must be authorized and linked to the encounter in Epic.
  • Documenting Radiology Preauthorization - (Handout) The referral form is used to document the preauthorization numbers that are obtained for radiology imaging appointments.

Department Denial Workqueues (Pre-Cert, Prior Auth, Referral Denials)

Department Specific Workflows

  • BMT Referral Workflow - (Handout) When a new patient is referred to UIHC, the Referral Coordinator creates an Abstract Episode, collects information, then initiates the referral process.

Incoming, Internal and Outgoing Referrals Website

Note: Incoming, Internal and Outgoing Referrals content is located on the web page below.

Surgical and Procedural Pre-authorizations and Re-authorizations

  • Cadence Scheduler: Scheduling Procedural Appointments from the Schedule Referrals Workqueue - (Handout) A referral record is automatically created from a case or procedure order. Procedure orders that require appointment scheduling will appear on the Schedule Referrals workqueue.
  • LOC Nurses: Using the UIHC PFS Requested LOC Review Workqueue - (Handout) When a patient class requires review by Level of Care nurses, pre-authorization staff will flag the patient’s Auth/Cert for review by LOC. This flag will send the Auth/Cert to the Patient workqueue UIHC PFS Requested LOC Review Workqueue [683582]. After review, LOC staff will update the flag to reflect the result of their review.
  • OR Scheduler: OR Scheduler Workflow for Surgical Pre-Authorization - (Handout) OR scheduler documentation will assist pre-authorization staff in obtaining surgical pre-authorization. A Referral Scheduling Status column in the Case Depot will keep OR schedulers informed of the pre-authorization status.
  • Pre-Auth Staff: Documenting Surgical/Procedural Pre-Authorizations - (Handout) A referral record is automatically created from a case or procedure order. Once the “schedule by” date (indicating the expected date of service) and CPT codes are entered by the scheduler, if pre-authorization is required, the referral falls to the pre-authorization workqueue to be documented. Once pre-authorization is obtained, scheduling can occur.

Re-Authorization

  • Coder: Documenting CPT Codes for Surgical and Procedural Cases that Need Re-authorization - (Handout) Case orders that are pre-authorized but need re-authorized will fall to the department’s “Reauth CPT Codes Need Verified” Referral workqueue when the CPT code needs to be documented by a coder.
  • Re-Auth Staff: Re-authorizing Referrals for Surgical and Procedural Cases - (Handout) Case orders that are pre-authorized but need re-authorized will fall to the department’s “Needs Reauth” Referral workqueue once the CPT code(s) is documented. This occurs when the procedure performed during surgery differs from the procedure that was pre-authorized, and re-authorization of the referral is needed for the new CPT Code(s).

Training Resources

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