Add and Manage Referral Sources

Referral sources indicate where a patient’s information originates when it is received by the dental practice. These sources are classified into several groups, such as:

• Internal Provider, which lists the practice’s own providers
• External Provider, which includes the referral providers added to the system
• Patient and Other Referral Sources, which encompass all custom referral sources.

These categories assist the practice in tracking the origins of new patients, which is vital for assessing the effectiveness of various referral strategies and for marketing purposes.

Topics Covered

• Add a New Referral Source
• Manage Referral Sources
• Referral Source Sub-Category Actions

Watch this video for a concise summary.

Let’s explore how to add and manage referral sources in Practice Settings. To begin,

• Navigate to the System Menu > select Practice Settings > Referral Sources.

Add a New Referral Source

To add a new referral source, perform the following steps.

• Click + Add Referral Source on the top right.

• Enter the Name of the new referral source and the Locations to be tagged.
• Add Sub-Categories as needed.
  • You can Add New or select from Existing sub-categories.
• If you have selected multiple sub-categories, select one of them as the Default sub-category.
• Click Save.

• You will receive a toast notification stating 'Referral Source Added'.

Manage Referral Sources

The Referral Sources grid displays system-provided referral sources and user-added referral sources. You will see a System tag on the system-provided referral sources.

• To view only system referral sources, select the Show only System Referral Sources option.
• Users can Deactivate system-provided referral sources if they do not want it to appear in the referral source dropdown.

To edit an existing referral source:

• Click on the intended item from the Referral Sources grid.

Note: You cannot edit system-provided referral sources. 

• Make the required changes:
  • You can change the Name, Locations, and Sub-Categories.
  • To delete a sub-category, click Delete.
  • To deactivate a sub-category, click Deactivate.
  • Click on the Pencil icon to rename a sub-category.
• Click Save.

To deactivate a referral source,

• Locate the intended referral source > click Deactivate.

To activate an inactive referral source:

• Utilize the Status filter and sort out Inactive referral sources. Locate the intended inactive referral source.
• Click Activate.

Referral Source Sub-Category Actions

You can move, merge, or convert sub-categories to a Referral Source.

Note: Selected Sub-Categories will be removed from their associated referral source upon moving, merging, or conversion.

To move a sub-category:

• Click on Actions at the top right > Move Sub-Categories.

• Select the Sub-Categories to be moved.
• Select the Destination Referral Source.
• Click Proceed.

Note: The selected sub-categories will be moved to the destination referral source.

To merge a sub-category:

• Click Actions from the Referral Sources.
• Select Merge Sub-Categories.

• Select the Sub-Categories to be merged.
• Select the Destination Sub-Category.
• Click Proceed.

Note: The selected sub-categories will be merged into the target sub-category.

To convert a sub-category into a referral source:

• Click Actions at the top of the Referral Sources grid.
• Select the Convert Sub-Category to Referral Source option.

• Select the Sub-Category to be converted.
• Select the New Referral Source Name.
• Click Proceed.

Note: The selected sub-category will be converted into a Referral Source.

Practices can follow this guide to learn all about adding and managing referral sources in CareStack.