When you first sign up with your referral source there are two paths to choose from in receiving referrals:

The difference between the two paths is at the beginning of the referral, once the initial booking has been processed the majority of the process will be the same.


Let's start at the beginning. explaining the referral screen:

Referral Screen

Going through the above image from left to right:

  • Status - The status the referral is sitting at

  • Patient - Patients Name

  • Location - Location the referral has been sent to

  • Group - The referral source who sent the referral

  • Practitioner - Name of the Practitioner (Only shown if it is a Pronto Booking)

  • Referral - Date and time the referral was sent down

  • Appointment - Date and time of the appointment (Only shown if it is a Pronto Booking)

  • Accept/Reject - Displayed only initially for Pronto No Booking to accept/reject the referral

When you view the referral you will be presented with the following screen:

The patient referral is split up into 5 sections: Patient Information, Appointments, Reports, Invoices, Attachments.


Patient Information

This is a brief overview of the patient's information that provides their Name, Number, Address and how many authorisations they have been allocated. If you need to know any additional information then please refer to the patient's record in the Contacts area.


Appointment

This section allows you to add in the patient's appointments, view the appointment information i.e date, price, charge, update the appointment status and let you know if the appointment has been invoiced.

If you need additional help on how to add an appointment please click here.


Reports

This section displays any reports that were sent down via the referral source and allowing you to add reports that explain the patients progress during treatment.

There can be 4 different Status' for a report

  • Draft - You are in the process of filling out a report and have not sent it off to the referral source yet.

  • Submitted - The report has been submitted to your referral source, but they haven't accepted the report yet.

  • Accepted - The report has been submitted, viewed and accepted by the referral source.

  • Queried - The referral source has queried an area of the report, view it to see what need fixed and then send off a new report.

If you need additional help on how to add a report please click here.


Invoices

This section displays any invoices that you have sent off to your referral source, allowing you to add any new invoices that are linked to new completed appointments.

If you need additional help on how to add an invoice please click here.


Attachments

This area will display any attachments that were sent down via the referral source.

Please Note: You cannot upload any attachments - this is only for attachments sent down via the referral source.


Pronto No Bookings

To summarise Pronto No Bookings in a quick sentence: Pronto No Bookings is when your referral source sends you a referral with no initial appointment booked in, you (the clinic) will need to get in contact with the patient to book their initial appointment.

Your referrals will come into the Pronto tab within Pronto Portal.

You can access this by clicking the following icon on the left-hand side:

When a Pronto No Booking referral is received into Pronto Portal it looks like the image below.

It is important to know that if you choose to reject the referral, you will no longer be able to access their record and communication will be sent back to the referrer that you do not wish to treat this patient.

When you Accept the referral the status of the referral changes to Awaiting First. You will also notice now on the right-hand side the Accept/Reject buttons have disappeared and they are now replaced with a View option.

At this stage, you now have the ability to view the referral, see the patient information, contact the patient regarding appointments and get the initial appointment booked in.


Now that you have accepted the referral the next step is to contact the patient on the number attached and book their initial assessment.

You may notice at the top of the patient information the status is still sitting at Awaiting First Appointment even though you have added the initial appointment in. This is because the IA Booking Confirmation Report hasn't been sent off to the referral source. To do this read on.

Once you have added the initial assessment the next stage is to send off the IA Booking Confirmation Report. This report allows your referral source to see when the patient accepted the first appointment.

If you click Add beside the Reports you will be provided with a dropdown that has an IA Booking Confirmation report attached.

Once you fill out the report and click Submit at the top right corner of that current screen you will now notice another report has been added to the list.

Initially, this will say Submitted but once you refresh your page, the status will update to say Accepted.

You may also notice that the patients status has been updated to say In Treatment

Once you have completed these actions the rest of the process is the same as the ending of the Pronto Booking process, click here to jump straight to it.


Pronto Bookings

To summarise Pronto Bookings in a quick sentence: Pronto Bookings is when your referral source can see the availability you have open in your diary and sends you a referral with the initial appointment already booked into your diary, you (the clinic) don't have to contact the patient to book their initial appointment.

As the referral source will be booking initial appointments straight into your diary, the first thing you need to set up is the availability that you want your referral source to see. To set this up click here.

When a booking is made you will be notified via email to the address set within the Pronto Settings;

Which will contain the following information:

When you go into your Pronto tab and refresh you will now see a new referral with the status of New Booking.

This indicates that it is a Pronto Booking Referral.

On the outside of the referral compared to the Pronto No Bookings you will see that the Practitioner and Appointment fields have now been filled out with the information.

Additionally, if you make a note of the practitioner, and appointment date and time and then view the diary by clicking on the following icon down the left:

You will see the following appointment booked into your diary. You may also notice the Pronto icon at the top left of the appointment, this is another indication that this appointment was booked via Pronto Bookings.

If you view the referral you will also see the appointment automatically added to your Pronto appointment section.

Additionally, compared to the Pronto No Bookings where you would need to fill out an IA Booking Confirmation Report because your referral source booked an appointment while sending the referral down, you don't need to do this and can just continue on now with the standard Following Up Process.


Following Up Process

The next stage of the Pronto Booking/No Booking process would be to see the patient on the date and time of the appointment, and if you wish, invoice for the initial appointment or wait until the follow-up appointments.

Once you have seen the patient you will want to change the status of the appointment to Complete.

You can do this via TM3 or Pronto. The following information is explaining how to do this process via Pronto, if you would like to find out how to action this via TM3 please click here.

View the referral of the patient and click on the edit button beside the appointment:

Next, you will notice that the status of the appointment says Booked, to change the status of the appointment, click on Booked and you will then be presented with a dropdown of the different appointment status'. Once you select the Status click on the Submit button at the top right.

Once you have updated the appointment you will be redirected back to the main referral screen you will notice that the status has been updated from Booked to Completed.


Once you have updated your appointment the next stage is to invoice for your appointment (you can do this after each appointment or wait until all appointments have been actioned)

You can do this via TM3 or Pronto. The following information is explaining how to do this process via Pronto, if you would like to find out how to action this via TM3 please click here.

As Invoicing is our next step you will want to click on the Add button shown in the image below and you will be automatically directed to the invoice screen.

Straight away the Invoice Screen will appear with the appointment(s) you are invoicing for shown in the image below:

The invoice screen is split up into 3 sections:

Appointments

All the appointments you are invoicing for will appear in this section - The appointments have to be completed in order to be invoiced.


Referral Source

This section lets you know which referral source is going to receive the invoice and the total amount of all the appointments put together.


Submission

This is where you select the location that you want the invoice to be sent from, along with printing a receipt/invoice for your own records and a submit button to send the invoice to your referral source.


Once you send off the invoice you will now see there is not only an invoice now displaying within the invoice screen but there is a tick beside the appointments that you have just invoiced for.


Continue the process above until you are at the end of the patient's treatment, you can then send off the Interim Report to ask for more authorisations to keep seeing the patient or request to discharge the patient.

You can do this via TM3 or Pronto. The following information is explaining how to do this process via Pronto, if you would like to find out how to action this via TM3 please click here.

To fill out the Interim report and send it off, click on the Add button at the top right and you will get a dropdown like in the image below.

Clicking on the report title will direct you straight to the report for you to fill out and then submit to the referral source. If you start to write up your report but are not able to finish it, you can click on the Save Draft button and then return to the report at a later stage.


Did this answer your question?