Give the role a reliable starting point.
Define referral criteria set by clinicians, required documents, communication channels, and escalation owners.
Referral follow-up support
Referral follow-up support
Connect referral requests, source documents, and scheduling handoffs into one administrative view.
Book a free consultationScope, access, and coverage are agreed with your team.
The day-to-day work
A clear queue. A useful handoff.
Define the recurring work and the evidence your team needs to review it. These building blocks become a role-specific operating plan.
- Log incoming referrals
- Track requested attachments
- Contact referring offices through permitted channels
- Update the scheduling team on administrative status
What comes back to your team
Work you can see and review.
Referral register
A working record with source references, current status, and the person responsible for the next step.
Outstanding attachment list
A focused view of missing inputs, unanswered questions, and items that need your decision.
Scheduling handoff notes
A dated handoff that distinguishes completed work from pending review and unresolved exceptions.
Put the role into practice
From the first brief to the final check.
A practical handoff
A referral is present but an administrative attachment is missing. The assistant requests the item and keeps the scheduling team informed.
Illustrative workflow, not a client case study.Check the work before closing the loop.
Verify patient matching, referring office details, request dates, and whether the referral has received clinical review.
Your systems, your permissions
Fit the role to your environment.
Tool familiarity is considered when defining the role. Your team approves every platform, access level, and source of truth.
EHR referral queueSecure referral platformPractice inboxPhone system
Platform names describe possible working environments, not endorsements or a promise of certification.
Inside the responsibility
What referral follow-up support looks like in practice.
Connect referral requests, source documents, and scheduling handoffs into one administrative view. The scope below connects each recurring responsibility to its source information and a checkable working record. Your team confirms the exact steps, templates, and approval limits before work starts.
Log incoming referrals
Begin with the latest request and its approved source record. Check that the necessary information is present, identify the owner, and clarify conflicting details before making an update.
Working output: Referral register. Include the source reference, current status, and next owner when an item remains open.
Track requested attachments
Use the agreed template or checklist to carry out this task. Record what was checked and the date of the action so another team member can understand the current position.
Working output: Outstanding attachment list. Include the source reference, current status, and next owner when an item remains open.
Contact referring offices through permitted channels
Keep this work connected to the wider queue. Note dependencies and unanswered questions, and use the agreed escalation route when the next step requires a decision.
Working output: Scheduling handoff notes. Include the source reference, current status, and next owner when an item remains open.
Update the scheduling team on administrative status
Complete the task only when its agreed checks have passed. If an input is missing or an approval is pending, keep that status visible rather than treating the item as finished.
Working output: Referral register. Include the source reference, current status, and next owner when an item remains open.
A handoff you can act on
Keep ready work separate from unresolved work.
A referral is present but an administrative attachment is missing. The assistant requests the item and keeps the scheduling team informed.
Ready for review
The agreed task is complete and the supporting information is available in your approved system. Attach or link the relevant record and identify any final reviewer before closing the item.
Review against: Verify patient matching, referring office details, request dates, and whether the referral has received clinical review.
Waiting on an input
Name the missing information, where it was requested, and who is expected to supply it. Keep a follow-up date visible. An unanswered request should not disappear into a completed-work total.
Starting requirements: Define referral criteria set by clinicians, required documents, communication channels, and escalation owners.
Needs your decision
Summarize the exception and the information already checked. Ask a specific question and route it to the authorized person. Keep the original source intact while the decision is pending.
Approval boundary: Clinicians determine referral urgency, medical necessity, acceptance, and the appropriate care pathway.
Set the role up well
Agree what good work means before the first handoff.
Access and examples
Provide individual, approved access to the systems used for this responsibility. Share a completed example, an incomplete example, the relevant template, and a named reviewer. Sensitive working records belong in those systems, not in a public inquiry form.
Possible working environments include EHR referral queue, Secure referral platform, Practice inbox, Phone system. Tool access and familiarity are confirmed as part of the role brief.
Review and workload measures
Agree which measures are useful for this queue: completed items, items awaiting an input, age of unresolved work, and corrections requested by the reviewer. Review these together with actual examples; volume alone does not establish that work is accurate.
Set response expectations from your operating needs. Coverage, turnaround targets, and the amount of work assigned are agreed separately rather than assumed from the service name.
Before you start
A few useful questions.
What should we prepare for referral follow-up support?
Define referral criteria set by clinicians, required documents, communication channels, and escalation owners.
How will we know what is complete?
Verify patient matching, referring office details, request dates, and whether the referral has received clinical review.
Which decisions remain with us?
Clinicians determine referral urgency, medical necessity, acceptance, and the appropriate care pathway.
Can the role work in our existing tools?
We scope the role around your approved systems, including environments such as EHR referral queue, Secure referral platform, Practice inbox. Access, training, and the final tool requirements are confirmed before the role begins.
Related support
Connect the work around this role.
New patient coordination
New patient coordination
Organize the administrative steps between a first inquiry and the practice’s scheduling review.
Explore the service ↗
Appointment request management
Appointment request management
Keep incoming appointment and reschedule requests visible to the scheduling team.
Explore the service ↗
Patient reminder coordination
Patient reminder coordination
Prepare reminders and manage administrative replies using your communication procedures.
Explore the service ↗
Patient forms follow-up
Patient forms follow-up
Help your team see which administrative forms are received and which still need attention.
Explore the service ↗A role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.