Keywords: professionals, referrals, patient referrals, professionals tab, referrals tab, people
Summary
This article covers how to add and update Referrals and Professionals on a patient's account in Cloud 9, where they are pulled from, and how to make changes without affecting other patient records.
Important: When updating a referral or professional on a patient's account, do not use the 'Edit' button on the patient's Referral/Professional tab. Editing from that tab will change the original entry in People setup and will affect every patient associated with that professional or referral. Instead, delete the existing entry and search for and select the correct one using the 'Add' button.
The screenshot below highlights which buttons to use: 'Delete' and 'Add' are displayed in blue, while the 'Edit' is crossed out in Red.
The only place you should edit a Professional or Referral's information directly is under Edit > Setup > People.
Where Referrals and Professionals Come From
Referrals and Professionals are pulled from Edit > Setup > People. Access to this area requires the Edit Library Items permission in the employee's setup.
To enable this permission, go to the Employee setup, select the employee, click Edit, and check the box for 'Edit Library Items.'
Within the People section, you can add new referring doctors if they are not already listed. Always use the Search function first to check whether the individual is already in the system. Duplicate entries can cause issues on patient accounts.
How to add a Referral/Professional to the patient's account
- Navigate to the patient's account, (Click Edit > Patient > Referrals/Professionals tab), and the Referrals/Professionals tab. For Referral In, click the blue '+Add' button.
- Select the Referral Type: Person or Company, then click the magnifying glass to search.
- After searching and entering the Referral/Professional, Use the drop down to select the Relationship Type - this field is required.
- If the person is a professional, not just a referral, check the box that says 'Is the Patient's Professional', then click OK.
Note: If you plan to send correspondence or emails to this entry, add them as a Person rather than a Company. Emails in Cloud 9 can only be sent from the list of Patient Relationships to entries with a 'Person' designation.
When adding a Professional, follow the same steps above. If the Professional also referred the patient to your practice, check 'Referred the Patient to Us.' Checking this option will automatically add them to the Referrals In section as well.
Updating a Referral or Professional
- On the patient's Referrals/Professionals tab, click 'Delete' on the entry you need to change: do not use 'Edit.'
- Click 'Add' and search for the correct Referral or Professional.
- Select the new entry, fill out the required fields, and click 'Save.
Screenshot below shows the new Professional added by using the 'Add' button.
As always, if you have any further questions, please do not hesitate to reach out to Cloud 9 Support by emailing us at cloud9support@planetdds.com, or chatting us online using the chat bubble on the lower right at https://cloud9support.planetdds.com/hc/en-us, or giving us a call during our business hours of 8:00 AM EST to 8:00 PM EST at the 1.800.394.6050 option 2.