Referral Statuses – PnC
STATUS / Description:NEW REFERRAL / The SHCS physician uses this status to initiate the referral
PENDING APPOINTMENT / All medical records and referral information have been faxed to outside consultant's office. Waiting for appointment to be scheduled.
APPOINTMENT SCHEDULED / Appointment has been made.
NO TRACKING REQUIRED - COMPLETED / Is used for referrals that do not need any tracking or follow-up (labs, chiropractic, some pre-natal care, orthopedic appliances (splints/braces), therapeutic abortion, acupuncture and/or holistic medicine). A referral has been issued and the student has received insurance counseling.
COMPLETED (RECORDS RECEIVED) / Is used when the appointment has taken place and SHCS has received the records from that appointment. For ER and retro-referrals, a referral number is issued at this time. Not further follow-up in needed.
CANCELLED / Is used when an SHCS provider cancels the referral. If the provider changes the referral to a different consultant, this status is applied to the existing referral and a new referral is started. "Cancelled" will also be used for duplicate entries (when a duplicate referral is discovered, one of the referrals will be "cancelled".
PATIENT DECLINED / Is used when a patient does not wish to follow through with an appointment or "no shows" the appointment.
FOLLOW-UP CALL / Is used for tracking purposes. This status indicates that a follow-up phone call has been made to 1)confirm that the appointment has been completed, and 2) to request records from the appointment. All referrals except STAT and Same Day referrals are tracked 14 days from the appointment date. STAT and Same Day referrals are tracked the next day following the scheduled appointment.
SECOND REQUEST LETTER / Is used for tracking purposes after the follow-up call. This status indicates that the consulting provider has not sent records, and we have sent the provider a letter requesting the records. All referrals, including STAT and Same Day referrals, are tracked 6 days after the follow-up phone call. After the "Second Request" letter has been issued, no further follow-up is required.
NOTIFICATION / Is used when students notify Insurance Services of Emergency Room or Retro-Active care that has already taken place. When the student notifies Insurance Services that care has been received, we provide a records release form. The "notification" status is retained until we receive records from the provider of service. When Medical Records receives records, they send an HEM message to the Insurance Services Coordinator; Insurance Services issues a referral number and changes the status to "Completed (Records Received)".