📝 Overview
Referral sources are crucial for understanding where your new patients are coming from. Whether it's from Facebook ads, Instagram ads, or internal referrals by current patients, setting up and tracking these sources in ChiroHD enables you to analyze your marketing effectiveness and plan strategic outreach.
Accessing Referral Sources - System Level
Navigate to your System Dashboard, System Settings, select Referral Sources.
Accessing Referral Sources - Location Level
Navigate to your Live Location, Settings, Initial Setup, Referral Sources.
In the Location Level Referral Sources, you can see both system-level sources and the option to create new location-specific ones.
Creating New Referral Sources
Click Create New Referral Source
Enter the Name (e.g., Yoga Event)
Choose a Category:
Internal: Referrals from existing patients or employees
External: Community events, health talks, etc.
Digital: Facebook, Instagram, Google
Unknown: If not specified
Optionally, select Referral Source Type:
Patient Referral
Walk-in
Click Submit.
You can have as many as you would like, and differentiate them as needed.
Revising Referral Sources
Deactivate Referral Sources
If you no longer want a referral source to be active, select 'Deactivate'.
Inactive sources will appear highlighted in red through them and cannot be used for new patients, but will remain in the records if previously used.
Note: Referral sources tied to a patient’s history cannot be deleted, only inactivated.
Merge Duplicate Referral Sources
If duplicates are created by mistake, use the Merge Duplicates feature to combine them.
Tracking and Reporting on Referral Sources
ChiroHD provides two reports to help you analyze where your new patients are coming from and measure the revenue generated by each referral source.
To access these reports from your Live Location, navigate to:
Marketing Analysis
Reporting > Simple Reporting > Statistics > Marketing Analysis
New Patient Referral Income
Reporting > All Reports Beta > New Patient Referral Income
What These Reports Show
These reports allow you to:
View the number of new patients associated with each referral source.
Analyze revenue generated by patients from each referral source.
Filter results based on a selected date range.
Evaluate the effectiveness of your marketing and referral efforts.
Note: These reports are based on patients with valid new patient charges, not simply new patient appointments.
Configuring Referral Tracking
To configure the referral data included in these reports, navigate to:
System Dashboard > System Settings > System Configuration > Tracking and Reporting
From there, you can manage the settings that determine how referral sources are tracked and reported throughout ChiroHD.
Referral Management Settings
Org Controls Referral Feature
In System configuration, the 'Org Controls Referrals' toggle allows you to decide whether only system admins or local users can create referral sources. It ensures that only system admins can modify the list of referral sources unless the feature is intentionally toggled to allow location admin users (for example, at specific clinics) to add their own referral sources.
Please see other resources about this Org Controls Referral feature if you have further questions.Referral Type Required Feature
In System Configuration, the Referral Type Required toggle allows you to decide whether the Referral Type is required when scheduling a new patient appointment. Enable the Referral Type Required feature in ChiroHD to ensure each new patient appointment is linked to a referral source.
Please see other resources about this Referral Type Required feature if you have further questions.
✅ Key takeaways
Referral sources help you determine the effectiveness of your marketing efforts.
You can require referral source data entry when registering new patients for more accurate tracking.
You can manage referral sources at both the system and location level, controlling who can add or edit them.
Reporting allows you to track where new patients are coming from and gauge the return on your marketing campaigns.
📌 Conclusion
Setting up and managing referral sources in ChiroHD not only streamlines the new patient registration process but also gives valuable marketing data to guide your business strategy. With proper use, you can see which channels and events are driving growth and focus your marketing efforts for maximum impact.