Kalix's Referrals contain important client information including the referral reason and the referral source. This information is used by the Invoicing feature to create invoices. Referrals also link referral sources (contacts) to clients.
Referrals are located under the Clients tab on the menu bar, subsection Referrals.
Above is the referrals summary page, you will see this screen when you first click on the Referrals subtab. The Referrals summary page lists all of your saved referrals. You can search for, sort and order referrals on this screen. We will discuss the referral summary page later.
Creating a New Referral
There are three different navigation pathways to create a new referral.
To create a new referral, on the Referrals page, click on the Quick Link 'New Referral', located on the top right of the screen (shown above).
On the client's Cover Page, under the referrals subsection, click on the New Referral link as shown below.
Alternatively, on the top Kalix menu bar, click on Clients on the top header followed by New and Referral.
New Referral Page
All pathways lead to the New Referral page (shown below). We will now go over the different parts of this page.
The first field on a referral form is Status. Assigning status against referrals can assist with the management and organisation of client flow. There are four referral statuses:
- Waiting List- Assign this status to a referral if you are yet to contact the applicable client to arrange an appointment. Referrals on the waiting list are managed under the subsection of Waiting List (Client tab -> subsection Waiting List).
- Active- Assign this status if you are providing the applicable client with ongoing care under the referral.
- On Hold- The referral is still valid (i.e. has appointments/hours remaining and not expired), but the client is not receiving ongoing appointments under it e.g. because they are on holiday.
- Closed- The referral is no longer valid or client has ceased attending appointments.
To select a referral status, just click on the Status field and the drop down box should appear, click on your selection.
There are two date fields, date received and on referral.
Date Received-The actual date you received the referral, this is usually a different date from what appears on the referral.
Date on Referral- The date written on the referral. This is the date you might use for reimbursement purposes.
To select a date, click on the date field, a calendar will appear (shown above). Select the applicable date by clicking on the date square. Move backwards or forwards between months using the arrows on the top bar of the calender. Alternatively type the required date into the date field.
Go to the section titled Client. To add your client, start writing their name in the 'Link Client' field. A list should be generated containing clients with similar names, just click on the applicable name to select it. For more information about contacts, click here.
If your client is yet to be saved into Kalix, click on the link 'New Client' (shown below). You will be redirected to the New Client screen, enter you clients details and save. Once you have created and saved the client, go back to the New Referral screen.
Go to the section titled Referral Source. To add your referral source e.g. the referring practitioner, start writing their name in the 'Link Contact' field. A list should be generated containing contacts with similar names, just click on the applicable name to select it.
If your referral source is yet to be saved into Kalix as a contact, click on the link 'New Contact' (shown above). You will be redirected to the New Contact screen, enter your referral source's details and save. Once you have created and saved the client, go back to the New Referral screen.
Kalix offers you the ability to enter up to three referral reasons. Type the referral reasons in the Reason fields. After entering one reason, another reason box will appear. Write any additional information in the Additional Referral Reasons box.
Note: Dietitians and Nutritional Professionals have the option of either entering in their own referral reasons or selecting from the list of most frequently used diagnosis.
Make sure you click the Save button at the bottom of the page to save the referral.'
Linking a Referral to an Appointment
By linking referrals to appointments you can keep track of the number of appointments a client has attended via the referral tracking functionality. Additionally, when creating an invoice for a specific appointment, Kalix will also auto add the appointment linked referral information.
A referral can be linked to an appointment on the New/Edit Appointment screen and the Appointment Details page. If there is a current active referral for a specific client, Kalix will automatically link this referral to the client's appointment as you first create it (via the New Appointment) click here for details.
If there is no referral associated with an appointment, you can link one up at any time via the Appointment Details page.
Linking a Referral to an Invoice
When an invoice is created for a specific appointment, Kalix will automatically add the information from the appointment linked referral, to the invoice.
Referral Summary Page
The referrals summary page is shown below; it lists all of your saved referrals. You can search for, sort and order referrals on this screen.
Search- You can search for referrals using keywords in the Search field.
Filter-To view referrals saved between a specified period, click on the Filter field as shown below and select the period you would like to see.
Date range- You can view referrals made between a specified date range in the next two fields. Select the starting date in the second field and the end date in the third field.
Status- In the last field you can choose to view referrals that are assigned a particular status (Waiting List, Active, On Hold, Close).