1. Epic Referral Processing
Revised April 2018
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2. Lesson 1: Epic Appointment Scheduling Referrals

3. Lesson 1: Epic Appointment Scheduling Referrals
Individual Lessons for Epic Referrals are:
Referral Lookup & Referral Screen
Quick Referral Entry
Full Entry – Insurance Authorizations
Assigning Referrals
Editing a Referral Entered Incorrectly & Warnings
Counting Referrals
Assign Referral for Past Appointment
View Only Referral Access
Viewing Referral Information Via Combined Registration Report
Reviewing Referral Reports

4. Epic Appointment Scheduling Referrals
In this lesson you will learn how to:
─ Access referrals
─ Utilize the “More” search option
─ Access referral information from the patient appointment desk
─ Navigate the Referral screen
─ Process referral information from the referral activity toolbar

5. Epic Appointment Scheduling Referrals
The referral option in Epic allows a PCP to communicate directly to a CHS specialist online to obtain continued advanced treatment of our patient population.
It allows a CHS specialist to record incoming referrals from Non-CHS providers to maintain accurate records of patient care and billing.
Referrals can be accessed in Epic by clicking the Epic button. Then select Referrals.

6. Epic Appointment Scheduling Referrals
Referrals can also be accessed from Patient Options or the Referrals Tab via the patients Appointment Desk

7. Epic Appointment Scheduling Referrals– Appointment Desk
The Patient Options drop down list is also available from the Make Appointment Window. You can select Referrals from here.

8. Epic Appointment Scheduling Referrals
When you select Referrals via Epic Button  Referrals, you can select Referral Entry.

9. Epic Appointment Scheduling Referrals
The Referral Lookup window will appear. You can open an existing referral two ways; by patient name and by referral number.
When the user enters partial name search criteria such as the first three letters of the lastname and the first three letters of the firstname, the select patient window will display, giving you the opportunity to ensure that the correct patient is selected. Click on the “Search” button.

10. Epic Appointment Scheduling Referrals
If there are no referrals on that patient, a message will appear to inform you. You can create a new referral from this window and from the patient’s appointment desk.

11. Epic Appointment Scheduling Referrals
If there are referrals on this patient, they would appear within the “Select Referral” tab. Click on the appropriate referral (based on the criteria presented: i.e. creation date, insurance, referred by and to, status and start/end dates), click “Accept” to proceed to the next screen.

12. Epic Appointment Scheduling Referrals– Custom Search Tab
You can search for a specific referral based on a Custom Search, which generates an expanded Referral Lookup screen.

13. Epic Appointment Scheduling Referrals
You can search for a specific referral based on the selection fields within this window.
Status
Displays an abbreviation for the status of the referral (e.g., New Request, Authorized, Pending, etc.).
Class
Based on practice, Outgoing for PCP, Incoming for Specialty Practices.
Authorization #
The authorization number assigned to this referral by the insurance carrier for each coverage, if that carrier’s authorization is required for any of the procedures on the referral.

14. Epic Appointment Scheduling Referrals
You can search for a specific referral based on the selection fields within this window.
Type
Referral type is required, select from the selection list by pressing the F5 key for Help.
Service Areas
List which Referral type is required, select from the selection list by pressing the F5 key for Help.
Payor
Insurance payors listed on referrals.

15. Epic Appointment Scheduling Referrals
You can search for a specific referral based on the selection fields within this window.
Creation and
Service Dates
Start dates and dates of service listed on referrals.
Referred by or
Referred to
Search by provider who created referral or received referral.

16. Epic Appointment Scheduling Referrals
If selection of specific criteria is not needed, click on the “Select Referral” tab to return to previous screen. Click “Cancel” to close the “Referral Lookup” window.

17. Epic Appointment Scheduling Referrals– Appointment Desk
You can also view, edit, and create referrals directly from the specific patient appointment desk. Located within the “Patient Options” menu, click on the drop down arrow and select the “Referrals” option.

18. Epic Appointment Scheduling Referrals– Referral Screen
The patient’s referral screen will appear. This patient has no active referrals at this time. Referrals that are unassignable will not appear unless the Show other referrals checkbox is checked.

19. Epic Appointment Scheduling Referrals– Referral Screen
Previous referrals will then display. If no referrals appear after clicking the “Show Other Referrals” checkbox, then there are no previous referrals in Epic. You can create a new referral by clicking the" New” button.

20. Epic Appointment Scheduling Referrals– Referral Screen
Refresh
Click Refresh to update the list of the patient’s referrals.
Flip
Click Flip to switch the orientation of the referral list and HTML sections of the Referral Action form.
Go to Assigned
Click Go to Assigned to select the row for the referral that is currently assigned to the contact from which the Referral Action form was opened
New
Click New to create a new referral.
Edit
Click Edit to edit the highlighted referral. This takes you to the Referral/Authorization window.
Copy Referral
Click Copy Referral to copy existing Referral

21. Epic Appointment Scheduling Referrals– Referral Screen
Counts
Click Counts to display the Referral Counts window.
Assign
Click Assign to assign the selected referral to a visit. You cannot assign a referral to an appointment scheduled before the referral’s start date or after the referral’s expiration date. Also, you cannot assign a referral to an appointment for which a copay has already been collected.
The referral counts are updated when you assign an appointment to a referral.
Unassign
Click Unassign to remove the assignment of the selected appointment, do this if the selected referral was picked in error.
Message
Message to open the Referral Message window, where you can attach a free-text message to the selected referral. A Click document icon appears in the report's Referral Message column for referrals with an attached message.
Expand
Click Expand to open the Referral Action List Details Expand Information window, which displays detailed information about the appointment and the selected referral.