Each referral is assigned an urgency which helps prioritize patient referrals.
| Tab Name | Description | Notes |
| Requires Review | A “smart list” of referrals that require action. | If you are a sending office, this tab will include draft and declined referrals. If you are a receiving office, this tab will include pending referrals and referrals that have callback reminders. If you receive referrals from CityMD, you will also see referrals in Follow Up status. |
| Sent | All referrals that will be sent from or have been sent by your office (except manually archived or completed referrals). | Completed referrals are automatically moved to the archive tab. Draft referrals are also found on this tab. |
| Received | All referrals received by your office (except manually archived or completed referrals). | Completed referrals are automatically moved to the archive tab. |
| Search | Appears after the first referral search. Includes all referrals that match the search terms. | Does not appear until the user searches for the first time. |
| Archive | All referrals that are either completed or manually archived by the logged-in user. | Referrals are completed when the appt. time/date has passed, 15 days after being sent to an offline receiver, or 10 days after a referral has been declined (depending on reason). Users can manually archive at referral at any time by selecting Archive. |
Referral Statuses
Each referral also has a status that indicates where the patient is in the referral lifecycle. The referral lifecycle is as follows: Draft > Pending > In Progress > Scheduled > Completed. There are two additional statuses, Follow Up and Declined, which will appear if the receiving office does not report patient attendance or declines the referral.
| Referral Status | Meaning | Expected Next Steps |
| Draft | Referral has been sent to par8o from an EMR, but not sent to receiving office. OR Created but not sent to the receiving office. OR Referral draft created in error and abandoned. |
Review referral clipboard (history/notes), “Finalize” the referral, send to receiving provider or discard if created in error. To Finalize: Click “Select Action” or “More Actions” and select “Finalize”. To Discard: If created in error: Click “Select Action” or “More Actions” and select “Discard”. |
| Pending | Patient has not yet been contacted. | Use the Contact/Schedule tool to log a patient contact attempt and/or schedule an appointment. Click “Select Action” or “More Actions” and select “Contact/Schedule”. |
| In Progress | The receiving office has logged at least one attempt to contact the patient to schedule an appointment. | Continue attempting to schedule an appointment. Use the Contact/Schedule tool to log a patient contact attempt and/or schedule an appointment. Click “Select Action” or “More Actions” and select “Contact/Schedule”. |
| Scheduled | The receiving office has logged an appointment date and time. | None. |
| Follow Up | An appointment date/time has passed and the receiving office has not yet recorded appointment attendance. | Use par8o to log whether or not that patient attended the appointment. Click “Select Action” or “More Actions” and select “Log Appt Outcome”. Note: not all referrals enter the Follow Up status; this functionality is dependent on the client |
| Completed | The appointment date and time have passed and the appointment was attended. | N/A |
| Declined | The receiving office declined the appointment. | Referrals will display as Declined for a set number of days (varies by client) and allow you to take action, such as reassign, if you deem necessary. If no action is taken, the referral will automatically complete and move to the Archive tab for all users. Review referral clipboard (history/notes), then “Reassign” the referral to a new provider, or make a note “OK to Archive” and manually archive the referral. When to Reassign Reassign if the reason for the decline is any of the following: - Patient’s insurance not accepted - No available appointment times - Outside of specialty - Provider not accepting new patients When to Archive Reassign if the reason for the decline is any of the following: - Patient did not return our calls/left voicemail - Patient does not wish to schedule an appointment - Patient contact number invalid - Patient has scheduled at another location |