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Common uses for Referrals Analytics report

The Referrals report in Analytics helps you identify physician and marketing referral sources and gain insight into referral conversions, the average time to conversion, and common referral diagnosis codes.

Here we will review a few common scenarios our Members encounter, and how to use the Patient Case Status report to resolve them.

Important: There are many ways to manipulate Analysis Grid reports, like Patient Case Status, so some scenarios below will provide a few options.

Scenario 1: Referral sources with patient totals

Quinn is evaluating clinic referrals for the third quarter, he needs to get the total number of referrals and referral types.

  1. Open the Referrals Report located in the Referrals section of the Report menu on the left.
  2. Choose the Date Range. For this example, we’re using a Custom Range of July thru September 2020.
  3. Group by Marketing Referral Source. To do this, click the Marketing Referral Source column header and select Group. This organizes the report by the Marketing Referral source, meaning these are non-physician referral sources, pulled from your Contacts.  
  4. Click on the Patient Name column and select the Aggregate function, and choose Distinct Count to get the total patients per each marketing referral source.  
    Note: The distinct count function counts each patient rather than each episode of care for each patient. If you prefer, to review each episode of care, use the Count function.

Resulting Report View

Summary

You can see the Marketing Referral Source with the patient totals. The blank Marketing Referral Source row with the Patient Count of 125 is your physician referrals.

Altering the view of the report

If you are looking to clean up the report view or eliminate unnecessary paging, there are several methods you can use to clean up the report view: drag columns, exclude detail rows, or remove columns.

Drag Columns

Move the  Patient Name Column closer to the Marketing Referral Source column for a more comfortable report view. 

Click the grab-handle icon (aligned in the above image to the left) on the column header and drag it toward the Patient Name column.

Exclude Detail Rows

Exclude Detail Rows for a cleaner report view.  This will remove all additional rows and show the count for the quarter.  This will also eliminate the need to page through the report for the Initial Examination segment of the report.

  1. Click Options.
  2. Click the Group tab.
  3. Check the box to Exclude Detail Rows.

Remove Columns

For a cleaner report view, remove unnecessary report columns by clicking on the Columns tab under Options then uncheck the Column headers you don’t need. Click OK to update the report.

Scenario 2:  All Physician Referrals with Patient Totals

Madeline would like to see a list of Physician Referrals and their patient totals for the last quarter. 

  1. Open the Referrals Report located in the Referrals section of the Report menu on the left
  2. Group by Referring Physician. To do this, click the Referring Physician column header and select Group. This organizes the report by Referring Physician.
  3. Click on the Patient Name column and select the Aggregate function, and choose Distinct Count to get the total patients per each physician referral source.
    Note: The distinct count function counts each patient rather than each episode of care for each patient. If you prefer to review each episode of care, use the Count function.

Resulting Report View

Summary

You can see each Referring Physician and their patient totals. Similar to the Marketing Referral section above, all Marketing Referral counts will appear in the blank row at the end of the report.

Scenario 3: Single Physician referrals with patient total

Alan wants to see how many patients Mike Adams referred to the clinic.

  1. Open the Referrals Report located in the Referrals section of the Report menu on the left

  1. Filter by the Referring Physician.
    1. Click the funnel icon to open the Filter.
    2. Choose Referring Physician from the Filter column drop-down.
    3. Choose contains from the comparison operator drop-down. 
    4. In this scenario, Value is a text field and needs to match how the data is entered in the EMR; Type the physician’s last name ensuring the name is capitalized. Click Add, to update the report.
  2. Click on the Patient Name column and select the Aggregate function, and choose Distinct Count to get the total patients for the filtered physician.

Resulting Report View

Summary

You can easily filter a single physician and their patient totals.

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