HOW TO: Create an External Referral

Overview

External referrals allow you to initiate services with providers outside of your organization while maintaining visibility and follow-up through CareHub Service Tracking. When an external referral is created in the EMR, a service is automatically generated in CareHub, enabling staff to track scheduling, appointment completion, and required documentation throughout the referral lifecycle.

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Before You Begin

• Access to the participant's chart in the EMR
• Appropriate permissions to create referrals
• Information about the specialty or provider, if known

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Create an External Referral

Option 1: Create a Referral from a Visit Note

1. Open the participant's chart in the EMR.
2. Start or open a visit note.
3. Select Add Referral within the visit note.
4. Complete the referral details.

Note: This method creates the same referral but launches it from an active visit note.

Option 2: Create a Referral from the Patient Chart

1. Open the participant's chart in the EMR.
2. Select Referral from the top toolbar.

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Select the Referral Destination

If the Specific Provider is Known

1. In the To field, search for and select the provider from your network.
2. Complete the referral details.
3. Select Sign and Send.

Example: If the participant sees a specific cardiologist, such as Jane Doe, MD, you can refer directly to that provider.

If the Specific Provider is Not Yet Known

1. In the To field, select the appropriate PACE External specialty referral option.

   Example:

   • PACE External Cardiology
   • PACE External Dermatology
   • PACE External Neurology
2. Enter the referral reason and supporting details.
3. Select Sign and Send.

Important: Selecting a generic PACE External specialty does not send a referral to a specific provider. Instead, it initiates the service within CareHub so the specialist can be identified and scheduled later.

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What Happens After the Referral Is Sent?

Once the referral is signed and sent:

• A service is automatically created in Service Tracking.
• The service appears under the participant's profile and within the main Service Tracking module.

A placeholder visit is generated for the referral.

A scheduling request is placed in the scheduling queue.

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Schedule the Appointment

1. Navigate to Service Tracking.
2. Open the newly created service.
3. Select the visit placeholder.
4. Click View Scheduling Event.

The scheduling request opens in the Scheduling module. Select Edit or "Schedule Event" to proceed.

Complete Scheduling Details

1. Identify the provider.
   • In-network provider
   • Out-of-network provider
2. Enter appointment details:
   • Provider
   • Date and time
   • Location
   • Additional appointment information
3. Schedule transportation if needed.
4. Save the appointment.

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Verify the Scheduled Visit

After saving the appointment:

1. Return to Service Tracking.
2. Open the service.
3. Confirm the visit status has changed to Scheduled.

Once the appointment date occurs, the visit automatically progresses through the service tracking workflow.

The next status will become: Needs Attached Report

At that point, continue following your organization's standard Service Tracking workflow to obtain documentation and complete the referral process.

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Does selecting a PACE External specialty send the referral directly to a provider?

No. Selecting a generic PACE External specialty creates the service and tracking workflow in CareHub. A specific provider can be assigned later when scheduling the event.  To send information regarding referral to a specific external provider, use a letter in the clinical EMR.

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Related Articles

• CareHub Overview: Service Tracking 

• HOW TO: Create an Internal Referral