Managing referrals from external providers is an important part of growing specialty and collaborative care within a practice. The Referral Form in CareStack allows outside providers to submit patient referrals directly into your Referral Hub, ensuring all referral activity is tracked and managed in one centralized location.
By creating and sharing a referral form, practices can streamline the referral process while maintaining better visibility into incoming referrals and follow-up activity.
This guide outlines how to create and share a referral form so external providers can easily submit referrals to your practice.
Step 1: Create and Share the Referral Form
To learn more on how to setup a referral form, click here.
Once the form has been created:
Click Copy Form Link.
Share the link with referring providers
The form link can also be embedded on your practice website, allowing referral partners to easily submit referrals online.
This link is what external providers will use to submit patient referrals to your practice.
Step 2: Referring Provider Completes the Form
Once the form link is shared, external providers can submit referrals directly through the online form.
The referring provider will enter the following information:
Patient demographics such as name, date of birth, gender, and phone number
Recommended treatment details or consultation reason
Referring provider contact information
Preferred treatment location and provider
Applicable procedures or consultation type
Tooth selection if applicable
The referring provider may also upload supporting
documentation such as:
After completing the form, the provider will click Finish to submit the referral.
A confirmation message will appear indicating the referral was successfully submitted.
| To learn more details, click here |
Step 3: Manage the Referral Hub
After the incoming referral is submitted, it will automatically appear in the Referral Hub within CareStack.
Your team can then review and manage the referral from a centralized location.
Within the Referral Hub, your team can:
Review incoming referrals
Accept or decline referrals
Create or link the patient record
Schedule the patient appointment
Upload additional documents or notes
This ensures that all referral activity is organized, trackable, and easy to manage.
Referral Provider Creation via Referral Forms
When 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.
Tips / Tools
| 1 |
Share the Referral Form with Referral Partners Sending the referral form link to trusted referral partners allows them to quickly submit patient referrals without needing to call or email your office. |
| 2 |
Embed the Form on Your Website Embedding the referral form on your practice website makes it easy for providers to refer patients directly online. |
| 3 |
Include Referring Provider Contact Information Ensuring the referring provider enters their contact information helps your practice properly track referral sources and maintain strong referral relationships. |
The Ideal Referral Workflow
When practices use a structured referral form and manage referrals through the Referral Hub, the referral process becomes more organized and efficient.
Practices that adopt this workflow often experience:
Improved referral tracking
Better coordination with referring providers
Faster scheduling of referred patients
More organized documentation
Stronger referral partner relationships
A centralized referral process helps ensure referred patients are properly tracked, scheduled, and treated while maintaining clear communication with referral partners.