How do you track patient referrals and resources?

1 Why tracking referrals and resources is important

Tracking referrals and resources is not only a professional obligation but also a key component of quality case management. By doing so, you can monitor your clients' progress and outcomes, provide timely and relevant feedback and follow-up to your clients and other providers, document your interventions and outcomes, identify gaps, barriers, and opportunities for improvement in your referral and resource network, and enhance your collaboration and coordination with other providers and stakeholders. Through tracking referrals and resources, you can adjust your care plan accordingly while demonstrating the value and impact of your work.

2 How to track referrals and resources manually

If you do not have access to a digital system or tool for tracking referrals and resources, you can still use some manual methods to keep track of your clients' information. For instance, you could create a referral and resource log or spreadsheet to record the date, source, destination, purpose, status, and outcome of each referral and resource for each client. Additionally, you could utilize a calendar or planner to schedule reminders and follow-ups for your referrals and resources, as well as track deadlines and appointments. You could also use a folder or binder to store and organize your referral and resource forms, letters, reports, and other documents. Moreover, a checklist or template can help ensure that all the necessary information and documentation is available for each referral and resource, while following the correct procedures and protocols.

3 How to track referrals and resources digitally

If you have access to a digital system or tool for tracking referrals and resources, you can use it to streamline and simplify your workflow. For instance, you can leverage a case management software or platform that integrates with your electronic health record (EHR) or other systems, allowing you to create, manage, and update your referrals and resources electronically. Additionally, a cloud-based service or application can enable you to store, access, and share your referral and resource data and documents securely and conveniently. Moreover, a mobile device or app can help you track your referrals and resources on the go, as well as communicate with your clients and other providers via text, email, or phone. Lastly, a dashboard or report can display your referral and resource metrics and trends to help you analyze and evaluate your performance and outcomes.

4 How to communicate about referrals and resources

Tracking referrals and resources is not enough; effective communication is essential for ensuring that clients understand their referrals and resources, and that they are engaged and motivated to follow through. Good communication also helps to build relationships and trust with other providers, as well as facilitating coordination and collaboration. Here are some tips for communicating about referrals and resources: use clear and simple language, explain the purpose and benefits of each referral and resource, address any questions or concerns clients may have, confirm that they have received and understood their referrals and resources, provide positive feedback, acknowledge their efforts and achievements, and follow up regularly with updates on any changes or developments.

5 How to improve your tracking and communication skills

Tracking and communicating about referrals and resources are skills that can be developed and improved with practice and feedback. To enhance these skills, you can seek out training opportunities, such as workshops, webinars, courses, or certifications. Additionally, seeking out feedback from your clients, colleagues, supervisors, or mentors can help you identify strengths and areas for improvement. Furthermore, reflecting on your tracking and communication processes and outcomes can help you identify patterns, gaps, challenges, or successes. Lastly, sharing your experiences and insights with peers can also be beneficial. Ultimately, tracking referrals and resources is a core skill for case managers that can have a significant impact on clients' outcomes and satisfaction as well as your own efficiency and effectiveness. By using some of the tips and tools discussed in this article, you can improve your tracking and communication skills to deliver quality case management services.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?