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Kareo Help Center

Send Referral by Direct Message

Updated: 10/14/2021
Views: 6993

Kareo Clinical provides improved care coordination with the ability to send patient referrals through secure electronic Direct Message, by eFax, or by downloading and printing the file. Each patient referral includes a Transition Of Care (TOC) with the option to attach an encounter note.  A patient referral is initiated from within a signed clinical note and includes a Transition Of Care (TOC) withthe option to attach an encounter note.

A history of your patient referrals can be viewed and managed from the Referrals page. For CMS Incentive Programs: When a referral comes back, mark it as received under Referrals as part of your Quality Measures.

Important Notes:

  • Direct Message is a secure electronic messaging system that enables transmission of protected health information (PHI) to other authenticated providers. Upon initiating the first referral, you will be prompted to setup Direct Message and authentication with Updox.
  • A provider must be part of the DirectTrust network to send or receive a referral via Direct Message.

Access Signed Clinical Note

  1. Enter the first 2–3 letters of the patient's name or date of birth (mm/dd/yyyy) in the top navigation bar search box.
  2. Click to select the patient from the auto-populated results. The patient's Facesheet page opens.
  3. Click Notes. The Notes page opens.
  4. Click View. The signed note opens.
    Note: Referrals should be generated from a signed note. 
Clinical_Notes_ViewSignedNote.png

Generate Referral

If this is the user's first time sending a referral via Direct Message, they will be prompted to setup Direct Message with Updox.

  1. Click to select "Transferring" to indicate the patient is being referred to another provider.
  2. Click Care Coordination and select Send Referral. The Send a referral pop-up window opens.
  3. Optionally, to include the clinical notes with the referral, click to select "Encounter note".
  4. By default, all items are included in the Summary of Care. To remove items that should not be included, click to clear the checkboxes.
  5. Click Send Message. The Send a Referral page opens in a new browser window.
Clinical_Referrals_GenerateDirectMessage.png

Send Direct Message Referral

  1. Enter a recipient's email address by selecting from the provider's address book or searching in the directory:
    • If the recipient's email is saved in the address book, enter the first 2–3 letters of the email and select from the auto-populated results.
    • To search for the recipient's email, click Find in Directory. Search for and select the recipient's email address.
      Tip_Icon.png Tip: Click Show Help in the pop-up window to learn how to use an advance search.
  2. Click anywhere in the window outside of the To field or press Tab on the keyboard. A Verifying address message displays and checks the recipient's email. A green confirmation displays when the recipient has been verified. 
    Note: A yellow message displays if the recipient has not been verified. If necessary, reach out to the other provider to obtain their secure direct messaging email address.
  3. The Subject and Message is auto-generated using the patient's name and the referring provider's name. If necessary, edit the subject or message.
    Note: Edits are not saved for future use.
  4. Click Send when finished. The confirmation message displays and the direct message is sent to the recipient. The referral is saved in the patient's documents and in the Referrals page.
  5. Return to the clinical note and click Close on the Send a Referral pop-up window.
Clinical_Referrals_DirectMessage.png
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