KAISER PERMANENTE Affiliate Link Referrals and Authorizations User Guide

KAISER PERMANENTE Affiliate Link Referrals and Authorizations

This job aid covers referral activities in Affiliate Link including:

• Requesting a new referral for patients to other providers and other locations
• Reviewing existing referrals for a patient
• Searching for referrals by provider or status
• Customizing referral notifications in the Event Monitor on the Affiliate Link home page

Request a New Referral

Referrals are created in Order Entry. Prior to creating a referral or a request for services, review the patient’s demographic information as well as their insurance coverage and benefits. (See Patient Demographics, Coverage and Benefits job aid).

To create a new referral

1. From a patient chart, click the More menu (…) to get to Orders.
2. Click Order Entry.
3. Click Preference List.
4. Click the Procedures section to open it. Then click Referrals.
5. Select the referral you want to order.
6. Click Accept Orders to close the preference list.

Note: If you know the name of a previously ordered a referral, you can use the New procedure field to search for the referral, beginning with “ref”.

To complete/edit the referral

1. Locate the referral in the Order Entry screen and then click the pencil icon to edit it.

2. Use F2 on your keyboard to complete the fields in the referral SmartPhrase.

3. Complete the Referral details including:

   • The Priority level.

   • The provider or location where the patient is being referred.
     Note: Click the magnifying glass to search using additional criteria.

   • A referral expiration date.

   • The number of visits for the referral.

4. Attach files if necessary.

5. Associate a Diagnosis.

6. Click Accept to complete the referral. Or click Cancel to cancel the referral.

View Existing Referrals for a Patient

To view a list of existing referrals for a specific patient, follow these steps:

1. With a patient selected, click the More menu and then click Referral by Member.

2. Select if you want to view Active Referrals or All Referrals.
   Note: The default view is Active Referrals, which means referrals with a status of New, Open, Authorized, or Pending Review. All Referrals includes Closed, Denied, and Canceled referrals.

3. Click the ID link for a specific referral to view the Referral Details.

Once you have opened Referral Details in the step above, you can do any of the following:

1. Click Referral Message and to send an InBasket message about the referral or click Add Note/Attachment to add information to the referral.
   Note: Referral messages can also be sent from the In Basket (see In Basket Job Aid).

2. Click the Status History link to view the status of the referral.

3. Click the links to view the referral order and the encounter in which the referral order was released.

Search for Referrals by Provider or Status

Use the Referral Search activity to look up and review active referrals based on criteria, such as referral status. To search for referrals:

1. Click Referral Search in the top toolbar.
2. Click the buttons to specify the criteria that help limit the search results.
3. Set a date range for the search.
4. Click Search.
5. In the search results, open a specific patient chart by clicking the Referral ID link or the chart icon.
6. Click column headers to sort the results based on which are most important.
7. Click Refresh to manually update the search results. Clean up screen capture “ABC place of service” “Zzphysician” change the referral ID (15…).

Search Tips:

• When you return to Search, the criteria you previously selected is saved, so you don’t need to repeatedly select the same criteria.

If you navigate away from the search results and then return, the search results are updated automatically.

Receive Notification for Referrals

The Event Monitor is located on the Affiliate Link home page. Follow these steps to customize you’re In Basket notifications for referrals in the Event Monitor:

1. From the Event Monitor window, click the wrench in the upper right corner.
2. Check each of the 5 Referral Notification events for which you would like to receive notifications.
3. Click Accept to save your changes.
4. When new referral events occur, the messages will be in the “Referral Notifications” In the Basket folder.

Help and Contact Information

For help using an activity, click the question mark on the upper right of the webpage. For help with passwords or unable to log in, contact the Provider Relations Department at 1-866-866-3951. Release: Epic 2018+ Last Updated:8/8/2019 Author: JEG/SAK © 2018 Kaiser Permanente/EPIC System Confidential Content-KPCO Internal Use Only

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