Overview
The Referral Hub in CareStack provides a centralized way for practices to track and manage incoming patient referrals. Referrals entered through your practice’s external referral form are listed here, and can be reviewed, accepted, declined, or converted into patient records and appointments. The Referral Hub can be accessed directly from the Front Office Dashboard.
Please Note: Notifications do not come to the practice so it is best practice to check this regularly. |
Access Referral Hub
To open the Referral Hub:
From the Front Office Dashboard, click Referral Hub (Ref. Hub).
The main Referral Hub screen will load, showing various referral tabs.
Manage Referrals
Referral List (Referrals Tab)
Once inside the Referral Hub:
Ensure no filters are applied - otherwise the list might appear empty.
The referral list displays columns for:
Referral: Patient name, age, DOB, Phone
Location: Assigned treatment location
Referral Date: When the form was submitted
Referred By: The referring provider
Tx Type: Referred treatment type
Source: Where the referral came from
Status: Current referral status
Last Engaged: Days since last follow-up
Notes: Any extra practice notes
Referral Actions
Next to each referral entry, the three-dot menu provides options to:
| 1 | Add Engagement Log recent outreach or follow-up. |
| 2 | Upload Documents Add missing files if not provided initially. |
| 3 | Decline Referral Reject the referral - it will move to the Declined tab. |
Accepted & Declined Tabs
Accepted Referrals
In the Accepted tab:
Click View Appointments to see scheduled visits.
For referrals without an appointment, click Book Appointment to schedule one through the CareStack scheduler.
Declined Referrals
In the Declined tab:
View all rejected referrals and see the reason they were declined.
Use the three-dot menu to Move to Pending Queue if a referral needs reconsideration.
Referral Documents
Referral documents (forms and attachments) can be viewed and managed:
Click View Referral Documents from any tab.
Within the Documents area:
Select Referral Form to view or Download Form.
Select Attachments to view uploaded files.
Upload new attachments or delete existing ones.
Print or Save as PDF.
| Tip: Any attachments added to accepted referrals become part of the patient’s Documents page in Completed status. |
Customize Referral Status
The Referral Hub allows you to define custom statuses:
Click Customize Status at the top right of Referral Hub.
The default statuses (Pending, Accepted, Declined) cannot be removed.
Click Add New Status to create up to 10 custom statuses (max 10 characters each).
Edit existing statuses with the pencil icon, change names or colors, and save.
Manage Incoming Referrals
Selecting a referral opens a detailed slide-out showing:
Edit details like name or contact info and save.
Update Referral Status using the dropdown (including custom statuses).
Add Engagements (calls/texts/emails) and track engagement history.
Use communication icons to reach patients or providers directly.
Actions You Can Take
Edit details like name or contact info and save.
Update Referral Status using the dropdown (including custom statuses).
Add Engagements (calls/texts/emails) and track engagement history.
Use communication icons to reach patients or providers directly.
Create Patients & Book Appointments
From the referral details:
Click Accept to add a new patient based on the referral.
If the referral includes a phone number, the system subscribes to Text & Voice notifications.
If the referral includes email, the system also subscribes to email notifications and portal access.
Click Create Patient & Book Appointment to add a new patient based on the referral
A confirmation message like “Patient Created Successfully” will appear.
The system then directs you to the scheduler to book the first appointment.
The referral moves to the Accepted tab.
Link to an Existing Patient
If the referred person already exists in your practice database:
Click Link Existing Patient.
Choose the patient from the dropdown and click Link Patient & Go Back.
Then click Accept & Book Appointment to schedule.
Referral Provider Creation via Referral Forms
If your practice uses a referral form for incoming referrals, the system can automatically create a referral provider when a new referral form is Accepted. If the referring provider does not already exist in the system, CareStack will automatically generate the Referral Provider record.
This automation ensures that referral providers are captured without requiring manual setup each time.
Creating Treatment Reports for Referring Providers
Once treatment has been completed, your practice can send a treatment report back to the referring provider.
From the Patient Chart:
From Referral HUB:
Creating a Treatment Report
Within the referral details section, staff can create a treatment report summarizing the care provided. This report typically includes treatment details, clinical findings, and provider notes.
Managing Treatment Reports
Treatment reports can be saved as a draft, edited before sending, deleted if needed, and create New Tx Report
Once finalized, the report is sent to the referring provider, closing the communication loop and ensuring they receive an update on the patient’s treatment outcome.