Overview
Setting up referral sources is critical for tracking where your new patients originate, such as social media ads, patient referrals, or external events. Properly managing referral sources in the system allows you to evaluate the effectiveness of your marketing efforts and strategically plan future initiatives.
Setting Up Referral Sources
Navigate to System Level:
Go to your System Dashboard.
Click System Settings.
Select Referral Sources.
Create a New Referral Source:
Click Create New Referral Source.
Enter the Name (e.g., Yoga Event).
Choose a Category (Internal, External, Digital, or Unknown).
Optionally, select Referral Source Type (Patient Referral or Walk-in).
Click Submit.
Managing Referral Sources
Merge Duplicates: If duplicates are accidentally created, use the Merge Duplicates feature to combine them.
Deactivate Referral Sources:
Click on the referral source.
Select Deactivate.
To view inactive sources, click Show Inactive.
Mandatory Referral Source Selection
To ensure referral sources are always recorded:
Go to System Dashboard > System Settings > System Configuration.
Toggle Referral Type Required to ON.
When activated, scheduling a new patient will require entering a referral source.
Allow Locations to Create Their Own Referral Sources
To permit locations to add referral sources:
Go to System Configuration.
Toggle Org Controls Referrals OFF.
Locations can then manage referral sources via:
Navigate to the live Location > Settings > Initial Setup > Referral Sources.
Tracking Referral Source Data
Go to Reporting > Simple Reporting > Statistics.
Under Marketing Analysis, view how many new patients have come from each referral source.
Important Note: This reporting relies on valid new patient charges, not appointment types. Define valid new patient charges under:
System Configuration > Tracking and Reporting.
Benefits of Tracking Referral Sources:
Identify successful marketing channels.
Allocate marketing resources effectively.
Foster and encourage patient referrals.
Following these steps ensures comprehensive tracking and maximizes your clinic’s patient acquisition strategy.