EzMedicalReferrals – Free Healthcare Referral Management Software

At face value, healthcare referral management software helps you track, manage, report on medical referrals easier. At a minimum, understand that. If you look deeper, EzMedicalReferrals software helps you become adept at medical marketing.

Use our FREE healthcare referral management software to track, manage, report on medical referrals. Improve your medical marketing TODAY.

Refer to anyone across USA

In most cases, you would have your favorite providers that you send referrals to. In case you need to find new providers you need to refer to, we provide you with a fully searchable database of all providers in the USA. The provider you’re referring to doesn’t even need to be using EzMedicalReferrals software. They will receive their referral via fax. They can accept your referral by using a code we send via your referral fax. This way, you will know that your referral has been accepted.

Find the right provider for your patient

EzMedicalReferral helps you drive patient care more efficiently by helping you identify the right provider for your patient based on multiple factors

  1. The right sub specialty
  2. Patient appointment time preferences
  3. Patient preference of location for care
  4. Responsiveness of providers across your network
  5. Patient insurance plan
  6. Language support provided by specialists
  7. more..

Appointment reminders

EzMedicalReferrals gives you the option to send patients appointment reminders via voice, text messages and email. This helps with patients keeping their appointments and care adherence goes up.

E-Consults

A study in Washington state found that in a single year more than 600,000 patients underwent treatment they didn’t need, at an estimated cost of $282 million.

https://www.propublica.org/article/unnecessary-medical-care-is-more-common-than-you-think

EzMedicalReferrals helps you combat that by getting econsults from your referral network to potentially cut down on unnecessary referrals. Of course, you cannot expect instant econsults from providers that are not in your tight referral network. You can start using EzMedicalReferrals with your own narrow networks / your high performing network. Or, over time using EzMedicalReferrals you will identify and develop your own high performing referral network. Getting instant econsults via images and video is easy with EzMedicalReferrals.

Patient satisfaction surveys

Want to get first hand report on how your provider network is treating your patients? EzMedicalReferrals makes it easy for a primary care provider to poll their referred patients on how the specialist performed. This helps you get a better understanding about your referral network and make better care and referral decisions.

HIPAA secure conversations around a referral

Anyone that’s held referral coordination responsibility before knows that there’s a lot of coordination required for each closed loop referral. EzMedicalReferrals helps you have conversations about each patient case. This helps you contain your conversations around each referral.

Receive referrals from anyone in USA – in one place

If you work for a specialist office, you know what handling referrals is like. Some providers fax you referrals, some call you with referrals, some use a third party referral website, while some use DIRECT TRUST emailed referrals (EMR to EMR). You can’t really say no to any of them, can you? At the same time, you also need to keep yourself from going insane !

EzMedicalReferrals makes it easy for you to handle all referral sources from one place. As soon as you sign up, EzMedicalReferrals gives you a referral fax number. All faxes you receive for referrals (including faxes sent by third party referral websites) can all be handled from one website. Your referral partner doesn’t need to change anything about sending you referrals.

You can also receive all referral emails at EzMedicalReferrals. Just like with faxes, you can handle referrals emails and report back to your referring providers.

Standalone or connected to EMR/ EPM

You can get started without connecting your EMR. Use EzMedicalReferrals as a standalone platform and report back to your referring partners. Or, connect it to your EMR for hands free operations, Your choice,

FAQs

What is Healthcare Referral Management Software?

Healthcare Referral Management Software is (usually) a software that allows you to manage all incoming or outgoing medical referrals you receive or send to other practices. Think of it as the spreadsheet you might be currently using to manage healthcare referrals you send / receive. This is a software version of your spreadsheet – just smarter, easier to use, manage, track etc.

How can Healthcare Referral Management Software help me?

At face value, healthcare referral management software helps you track, manage, report on medical referrals easier. At a minimum, understand that. If you look deeper, such software helps you become adept at medical marketing.

Medical providers and staff do not can grow your medical practice tremendously using a physician referral management software. We have covered this in our medical practice marketing course as well. 

How will I receive healthcare referrals from other providers?

Typically, the inbound team in our centralized call center gets referrals in one of the following ways. These are the ways that you typically would receive referrals.
– Physician referrals from an inbound call from the referring provider office.
– Patients call in with a referral from one of our referring partners.
– Provider offices faxing us a patient referral written on a referral pad.
– Provider offices faxing us a patient referral that’s a print out of the referral + patient record from their EMR
– Provider offices sending us referrals via 3rd party referral management software like Referwell, par80 and jointhenetwork
– Provider offices send referrals using our customers’ websites

How to manage all these sources of medical referrals?

Take a look at the various channels you are going to have to manage.
1. Phone (patients calling or referring providers calling with a referred patient)
2. Your website (that will send you an email)
3. Third party websites for referrals
4. Faxes (referrals come in via faxes from providers or providers’ EMRs)
5. Email

How to create your referring physician database?

You can take any of the approaches we have mentioned in our medical marketing course. We have found payer provider directories to be the most reliable data. EzMedicalReferrals – healthcare referrals software includes provider databases already. This database is growing daily as more and more providers are identified and added to the system. Once a provider and their practice(s) are identified, they are added the system for everyone to use.

How can I contact a referral provider?

Search for a referring provider that you want to reach out to. Once you find the provider in EzMedicalReferrals, click on the phone, fax or email button to contact them. In our experience, we recommend that you do not depend on a single channel. The outreach channels you have at your disposal are FAX, EMAIL, PHONE CALLS, IN PERSON VISITS, POSTAL MAIL/LETTERS.

How do I send a fax to a referral provider?

To market via fax, all you have to do is to create a simple one-sheeter marketing material (hopefully your office already has one). Once you have your PDF ready to use, upload it to EzMedicalReferrals website.
EzMedicalReferrals assigns you one fax number as soon as you sign up. When you send a fax, it will show up in your “Faxes” tab, in the “Sent” tab.

How many faxes should I send to a referral provider?

We recommend sending exactly 2 faxes per month per practice to advertise yourselves. Do not overdo this.

How do I send postcards to referral provider offices?

If you prefer to mail (it does get expensive) postcards, use the same one sheeter marketing material you have and mail it via post. You can use sites like uprinting.com, usps bulk mail option as well. We recommend sending 1 postcard per month (not twice a month) as this is a slightly more expensive option.
If you decide to send postcards, please make sure that you update the practice record, “Activity” data with “Sent fax”.

How do I call a practice?

Search for the practice you want to call, click on the Call button. You do not need a landline to call the practice as you can call using your web browser as well. If you call using your desk phone, please remember to update the practice record, “Activity” data with “Called”.

Regardless of sending faxes and postal mail, you need to be calling these offices. We generally recommend making exactly 2 calls per month on a schedule. Keep in mind that all you have to do is to send the faxes each day to your daily list, then make those calls. This way, people can connect your call to the received fax.

Can I add more contacts to a practice that I just called?

Yes! And we recommend that you do so regularly. This is a very interesting part – you need to keep building your database of contacts. For every office you speak to or visit, you need to add/contribute to your database of contacts. Keep in mind that when you create your database for the first time, you will only have provider information. 

As soon as you start your outreach, you are going to come in contact with the actual staff members that would be responsible for sending you referrals. 

You need to add the names, direct phone numbers, fax numbers / extensions to your database. Slowly, over weeks, you will find that your physician database starts growing with relevant contacts for each practice (account).

Make sure that you don’t create a separate spreadsheet of notepad entry for the added contacts. This is where things fall off the planet – data entry that is outside the database. Most practices that we work with, fail here.. In the ability and the rigor of keeping data consolidated, for it to make sense and add value.

Always, always, add data to the same database that you are working off of.
Your personal contacts are not shared with anyone else using EzMedicalReferrals. Those belong to you only.

How do I get patient referrals from my website?

You can ask your IT team or your medical marketing team to add a link on your website. Once a referring provider visits your website, they can click on that link to send you a referral.

When a referring provider enters a patient phone number, our healthcare referrals software tries to look up the patient details. When it does find the patient first, middle, last name – it adds it to the web form so that the referring provider office staff does not have to type in all the details.

How to enter referring provider information?

Pretty much everyone in a medical practice knows the providers’ NPI number. On this page, they are asked to enter the provider’s NPI information. As soon as your referral sender enters the referring doctor’s NPI information, our software fills in the rest of the details without them having to type the information in.

What if my referring doctor works at multiple practices?

That happens all the time. In EzMedicalReferrals software, the next step is to enter the practice details. The next step is pretty simple as well. In most medical practices, the staff does not know the practice NPI by heart, but they (of course), know the practice name. On this screen, the referring provider staff just has to enter the practice name and the website looks up the rest of the information. This way, the referring provider staff do not have to type in any further information.

Once the referring provider sends this referral, your team gets an email with the notification and they can login and view the referral details.

How to add extra patient details?

The referring partner staff can also upload additional patient details, plus leave their information behind so they get patient appointment updates and finally, do get the visit note as well.


In addition to this, you can also send any attachments you would like to send along with the referral.

How does my team get the referral once someone sends me a referral?

The front desk / inbound patient contact center staff validates the referral from this website page.




This is the referral detail that you see before the patient updates their own information.

How does the patient know about their referral?

EzMedicalReferrals sends a text message to the patient. The patient can click on the link sent in that text message to update any missing information. After the patient updates their own information, the referral coordinator can see even further details in the referral they received/sent.



Now, the call center agent / front desk has all the information they need to be able to call the patient and the referring provider office to coordinate the patient’s appointment.

What does the patient SMS look like?

In the meantime, the patient is also sent an SMS informing them that they have been referred to your practice. The patient is sent a link to update their referral details and to verify their demographics data.

The patient can then click on the link sent to them and fill out the rest of the information on this screen. Since this is PHI data, they do have to verify themselves first.

What information can the patient update themselves?

Pretty much everything you need them to update.
The patient confirms their demographic information


The patient can add their insurance information


Can I add multiple insurances to a referral?

Yes, both you and your patient can add multiple insurances to the referral.
Your patient can add as many insurances as they need to (primary, secondary, tertiary) to pay for the service / encounter. The patient is also guided to / has the option to upload their insurance card images. 

Can we attach insurance card pictures to the referral?

When the patient uses this website from the SMS itself, they are obviously on the mobile phone. They can very easily take a picture of their insurance card (front and back) to update their information as well



After this, the patient is given an option to call the practice or send SMS to the practice.

How do I send a visit / consult note back to the referring provider?

First things first, upload the visit note to the referral you received. After that, you can choose to notify your referring provider. Your referring provider might expect you to send a fax back with the consult notes. You can opt to do that right from the notify button.

What do I do when I get a faxed referral?

Do what you were already doing. Process the referral by calling the patient and setting up an appointment. There will be times when a referring provider might not be using the system. No problem. You can still manage and track your referrals using EzMedicalReferrals.
You can create a referral update with basic patient details (mainly MRN, patient name, DOB) and send a referral update like you did before.
The referral sender will get a fax with your patient update and can choose to use EzMedicalReferrals or continue using faxes. It doesn’t matter – they will get their referral update and visit notes regardless of how they choose to work.

Can I send a patient update to any provider of record?

Yes, in fact that’s a neat little trick to increase your referral base. Let’s say that you had a patient come in without a referral. Of course, your office captured the patient’s primary care physician information.

Use this to your advantage. Always monitor each patient appointment for their primary care physician and also their referring physician.

If you have patients with no referring physician, then look for the primary physician information. Once you get this PCP name/information, you can then open the door with them by sending them a visit note proactively. 

The best way to do this is to fax them the patient visit notes, then visit them to open the relationship further. Do this for the first few times to ensure that your referring physician understands your commitment to closing the referral loop (even though they really did not send you a referral). After a few times of doing this proactively, you will notice that their office starts sending your practice referrals proactively.

How can I manage all my medical referrals and keep referring providers happy?

1. Go to the list of referrals you have. Hopefully you have created saved searches for each provider office. This way, when you call, text, email or fax a referring provider office, you will have all their referrals right in front of your eyes.

2. You can also choose to download a list of all referrals received last week / this week / this month (whatever you decide) as a spreadsheet from EzMedicalReferrals.

3. Sort this list by referring partner name so you know that you’re calling a partner only once a week

4. Note the total referrals they sent the week before last week. You’re going to need this Info to determine whether they’re sending lesser referrals over weeks.

5. Call referring partners, speak to the front desk and ask for the person that sent the referral. If you’re connected with them immediately, talk to the person. Thank them for the referrals last week, ask them if there’s anything that they want your operations team to do, capture the feedback in ezMedicalReferrals.

6. If there’s a drop in weekly referrals, ask them if they’re happy with your service or not.

8. If there are any issues they report, add that info on the notes section because you’ll have to send an email to operations team to fix that issue

9. Tell them that you’re going to send them a fax after the call with their patient reports/status. After the call, send them via fax using the fax button. To send a fax, you just filter the referrals list for the practice you’re talking to, export as PDF and send the fax via the fax button.

10. If you can manage them to agree to set up a recurring weekly meeting with you for 15 mins, do it. This is important, makes your job easier and the relationship gets stronger.

11. If you’re asked to call back, ask for the name of referral person, number/extension – enter it in notes section, add a reminder to call back at date/time in spreadsheet and your google calendar

12. At the end of the day, add all new people you discovered into your referring partner contact database in the EzMedicalReferrals software itself.

13. If you miss connecting with a practice one week, it’s OK. Make sure you connect with the practice next week by adding these missed practices to next week’s call sheet

Is EzMedicalReferrals HIPAA secure?

Absolutely! It is 100% HIPAA compliant as we follow Amazon’s Reference Architecture for HIPAA on AWS .

Why can I not use any other CRM? There are so many!

HIPAA Security – that’s it.

If you are creating only a database of doctors, practices, the insurances they accept – then you do not really need HIPAA security per se. You can use ANY of the 100s of CRMs out there in the market. 

However, in healthcare, you need to cannot deal with only provider, practice and insurance data. You need to have some patient data as well.

You will notice that your team does have to answer patient related queries – e.g. Hey, patient name xxxx yyyy DOB xx/yy/zzzz – can I get an appt please? Can I have the note please .. etc
You can very easily have a standalone provider CRM that’s non HIPAA compliant and when you need to address any patient related queries, you switch to another application, find the patient, their consult note etc and respond back.

However, this is where the headaches begin – data is not tied together, there’s no way to trace the patient pathway from outside to within your practice. This is where traditional CRMs break down – they are not integrated with your EMR or EPM, not integrated with your contact center software, not integrated with patient intake software etc.. and you need them all to work together.

Make sure that whatever physician referral management solution you choose, it has HIPAA security as top of mind. Make sure that PHI is protected and the vendor is willing to sign a Business Associate Agreement (BAA). We will gladly sign a BAA.

How does EzMedicalReferrals manage authentication

You are obviously going to need authentication. That’s a standard across all web or mobile applications these days. However, you are going to need to take a few extra steps here that might help you with HIPAA security a bit more.

Your employees will, in all probability, be working from your offices or remotely. If they work from your offices, you can lock down PHI even further by disallowing access to the website or mobile apps outside of office hours (e.g. 9 AM to 6 PM EST).

If they work remotely but work from an outsourced office, you can follow the same timing steps and disallow access to the website / mobile app outside of those working hours.

The biggest challenge with PHI and HIPAA is that your staff might download or leak the patient data. This is the biggest protection you need.

Can my entire team manage referrals together?

Yes – EzMedicalReferrals has the concept of users and teams. Once one of you has signed up, you can invite your colleague to “My Team”.. meaning they can see all your referrals. Or, you can invite a referring partner to “Partner Team”.. meaning they can only see the referrals you share with them.

You have the ability to define teams. Typically, what we have seen is that the appointment setting team needs to work on a volume basis (i.e high number of calls, faxes, emails etc) while the physician liaisons work on a lower volume of records.

The ability to create teams becomes very important when you want to assign a group of patients, providers, accounts (practices) to a team of individuals – to further limit overwhelming them. 

This way, you can create a team with inside sales reps (i.e. appointment setting team) that handles 1,000 practices. This team can generate appointments and pass on the accounts to the physician liaison team only after they have made contact with the practice staff. This way, each team can be laser focused on their own tasks.

How do I enter my practice details?

Simple – enter your NPI and we will do the rest. If you do not know the NPI number of your practice, you can still type in the details and we will fetch whatever we can get from CMS NPPES database.

Can I create territories / accounts for my physician liaisons?

Absolutely! You (or your sales manager) needs to be able to create territories and distribute accounts within that territory to specific team members. As an example, you could have a team of 5 field sales reps handling NYC. Each rep could have their territory consist of a borough – e.g. Brooklyn, Bronx, Queens etc.

Meanwhile, the appointment setting team could have all of NYC as their territory. Sometimes, reps might share a region/zone based on how large a zone / area is – you might have situations wherein two reps have overlap of zones. Instead of being in a situation where the efforts are duplicated by the physician liaisons going to the same accounts on different days, it is better to separate territories entirely.

How do I create saved searches / filters (insurance, speciality, zip codes etc)

This, in our mind, is the most important and fun capability that our physician referrals software allows you to do. You can create saved searches based on anything you want – insurances, specialties, zip codes, referring partners etc.

As you can guess, your physician liaison team is going to:
– Segregate their accounts on some factor – e.g. insurance or zip code or specialty
– Slice and dice the provider data to create outreach lists or account management (existing referring partner) list
Each day, as more and more providers are added to your database system, your team would not want to repeat their steps. They would expect more and more data to be added to their saved searches. Each day, as they get in touch with more and more offices, they would expect that their lists also get automatically updated.

As you can imagine, your referral coordinator team is going to create saved searches based on referring provider, status of referrals etc. You can do all that in EzMedicalReferrals website.

How do I plan my physician liaison’s routes? Can they do it themselves?

As you know or probably realize, field sales is a different ball game altogether. This requires spending a lot of time on the road, finding parking, double parking (at times), teaming up with another field sales rep that sits in the car while the other person visits the office, waiting at doctors’ offices to be seen in between patient appointments.

As a marketing manager, you want to pay for results – not for your reps driving around nor for looking for parking. EzMedicalReferrals healthcare referrals software allows your physician liaisons to be able to plan their day, plan the route they are going to take, the practices they are going to visit.

Our software shows all the practice locations on a map. Your physician liaisons can create / view and manage their entire day’s route (which location are they starting from, where they are going to next, what route to take etc). We use Google maps do route optimizations for you.

How do I record my daily activities to report to my boss?

The most hated part of your job is to have to constantly report to your manager about what you did the entire day.

EzMedicalReferrals software allows you to be able to send emails, send faxes, make calls, log visits at various practice locations – all part of their daily activities.. Directly from the software.

When a user performs any of these activities, our referrals software automatically logs this information instead of forcing you to enter all data manually.

As a manager, you can very easily view all the activities of your team, guide them better, manage and plan their future activities as well.

How do I add a note?

You can add a note to almost every record in the software – provider, practice, patient, referral .. everything.

You and your team/ staff can take copious notes in each account/provider/contact record within our application.  This becomes very important as healthcare staff seem to share very important information about doctors’ schedules , type of patients they see, whether they have specific equipment in the office, whether they accept certain plans or not etc. 

Your team needs to save this information – these are very important to further dig into the account. As always, you will find that patient records will need the ability to add notes as well (e.g. patient said …. Or staff mentioned that this patient… ) .. specifically about items that do not belong in the EMR.

What are reminders for?

Just what they say – reminders.. To remind you of doing something in the future 🙂 You can set up reminders to remind you via email or by sending a text to your cell phone. That’s up to you.
Reminders are tightly tied with tasks. Think of reminders as todos with a due date.

What are tasks?

These are just TODOs that you can create for yourself or someone on your team can create for you.

Almost each time that you or your staff interacts with another practice (target referring provider), they are going to have tasks assigned to someone else in the practice. e.g.

– Add a new contact to the physician database / CRM
– Add new provider that was discovered during outreach
– Referring provider office complained about something – ask the medical staff to follow up with them
– Referring provider office wants referral pads delivered – ask the office procurement staff (or the admin) to order and deliver referral pads
– Referring provider wants the patient’s visit notes – ask the techs/providers to follow up and send the notes.
– While on call, the referring partner sent a referral – create that patient appointment and referral in the EMR
– Referring provider office wants a copy of your marketing material or your new service offering – ask the admin to create one and send it along.

What are these task queues?

This is something very useful. You have a list of TODOs / tasks. You can only do so many in one day. What you can do with EzMedicalReferrals is – create a task queue any way you want. This way, you don’t have to think much about the order of the tasks. You can simply start the task queue, handle each task, move on to the next one.

Think of it like a call sheet for call centers. They have a list of patients to call and appoint/remind/reschedule/reappoint etc. They just go through the entire list, finish as much as they can each day and keep working on it the next day.

Physician liaisons can also use the task queues like that. Here’s an example:

1. Create a filter of practices they want to target (e.g. Bronx, primary care physicians)

2. Start the day with running the task that just prompts them to make the calls, add notes/contacts/providers during the call

3. Create or use an optimized route for these accounts

4. Go visit these accounts while checking in at each place, taking notes etc.

5. Go to the next step in the task queue. Keep working until the day is over

Next day, they don’t go around hunting for who to target, what to do next – they simply continue with the task queue .. rinse, repeat, until done.


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