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Creating a Referring Facility

Referring facility is a practice that refers patients to the imaging facility. This feature allows you create a new referring facility and duplicate an existing facility. This referring facilities tab comprises various sections like Contact Information, Practice type, Fax, Distribution, and Additional Information.

How to create a Referring Facility​

  1. Click Settings > Users and Facilities > Referring Facilities tab to create a new referring facility. Referring Facility tab appears as shown below.

  1. Click New. This opens a blank form.
  2. Type the name of the new referring facility in the left pane.

Contact Information​

  1. Type the name of the facility in the Primary Facility Contact text field.
  2. Type other contact information like business phone, email, zip/postal code, address, and city in respective fields.

Prerequisite:

To select a state/province from the State/Province drop-down menu, you will need to select the name of the country from Country drop-down menu.

  1. Click the Country drop-down menu and select the name of the country. By selecting the country name, the application will automatically fill in the ISD code in the Fax Number and CC Fax Number text fields.
  2. Click the State/Province drop-down menu and select the name of the state/province.

Practice Type​

This sections displays two different types of practices that could be carried out. They are Referring and Imaging.

Referring​

It is a type of practice, from where patients are referred to an imaging facility.

Imaging​

A medical imaging facility is a medical center that conduct studies and provides medical images and diagnostic reports. The types of imaging that may be done include x-ray, ultrasound, MRI, CT scan, nuclear imaging, PET scan, and so on. Basically, a medical imaging center provides one, some, or all types of imaging.

By default, the Referring check box is checked. This indicates that you are creating a referring facility. If your business demands that this facility to provide both services (referring and imaging), then check the Imaging check box too. By doing this, the data you are feeding in referring facilities tab will be automatically duplicated to imaging facilities tab by which the application saves your time and effort.

  1. Click the Issuer of Patient ID drop-down menu to select the name of the facility that issued the patient ID. The issuer of patient ID will be available in the drop-down menu only if the facility name exist in the database of the application else you will need to type in the name of the facility. However, manually typed in issuer of Patient ID will only be related to this imaging facility and it will not be appended to the application database.

Note: This Issuer of Patient ID option is closely related to Groups. Please refer to the section Group Overview for further information.

Facility Details​

NPI​

Enter the National Provider Identifier number in the NPI text field.

Fax​

The Fax Number field must be filled in to use this feature.

  1. Enter the facsimile number of the facility in the Fax Number text field.
  2. Enter an alternate facsimile number of the facility in the CC Fax Number text field.

Auto Distribution​

Report distribution is available for those with Report Distribution license. The distribution of reports of the study can be automatically forwarded to a facility, Referring physician and Reading physician assigned to that facility. You can automatically distribute reports either by:

  • Fax
  • Email
  • Through a Direct message or
  • Exporting

A Preliminary report can be auto distributed only when a transition of study occurs.

By using the above listed methods you could choose either preliminary/final report or both reports for distribution. Based on the preferred method(s) you may click the drop-down menu and select accordingly. If the DIRECT, FAX, EMAIL and EXPORT options are left blank, you cannot distribute the reports to the referring facility.

There can be instances when you would want to redistribute (trigger auto distribution) an email or fax a report to an referring facility or physician for a certain study if the auto distribution has failed. You can do this by right-clicking on the Final report in the Document Viewer, clicking Send to option and then choosing the relevant option to fax or email the report. Note that here you are redistributing a report which has already been distributed automatically. Hence it is assumed that while you are doing this, you should have the Fax/Email options selected in the Auto Distribution section for the Referring Facility.

Export is a file export method for diagnostic reports. It allows you chose a preliminary/final report to export in various formats. The exported files are saved in a predefined folder and in a predetermined format in the maintenance module by the system administrator.

Preliminary Report - It is an unsigned intermittent/temporary diagnostic report. In general, these diagnostic reports have less priority than the regular diagnostic reports and are distributed only when final diagnostic reports are not prepared.

Final Report - It is a signed diagnostic report.

By default, Do not distribute to Physician checkbox is checked. It means that the report should not be distributed to the referring physician directly.

Limitation:

You cannot delete an existing facility which has one or more references study with its facilities such as imaging/reading/referring/transcription.

Users​

This feature allows you to add or remove reading/performing physicians name of the imaging facility.

Notes​

The notes section is used to enter any description about the facility.

Duplicating an Existing Referring Facility

If your business demands to create a new referring facility which is almost similar to an existing facility, you can make use of this duplicate feature.

How to Duplicate​

  1. Select the name of the facility which is most similar in functionality from the list available on the left pane of Users and facilities screen.
  2. Click Duplicate. Upon click, the application will create a copy of the chosen facility.
  3. Do the necessary modifications in the required fields and click on the newly created (duplicated) facility name available in the list.
  4. Rename it appropriately and click Save.