faster referral response times

build census

and improve case mix


Faster response times improve admissions and conversion rates and forge stronger relationships with referral sources. One multi-location SNF has cut average response times 73% with the Web-based Referral Management System. Learn more . . .

build census by responding faster to referral sources and outmaneuvering competitors

"We need to respond to patient referrals faster." We hear it from every skilled nursing facility client we work with. Faster response times improve admissions and conversion rates and forge stronger relationships with referral sources. Based on the successful experiences of our SNF clients (one of which cut average response times from 30 to 8 minutes), we recommend a few key steps as a starting point:


Sounds simple, but it's easier said than done, and without the right tools, it's almost impossible. Contact us to learn more about how to accelerate response times and admissions with the Referral Management System, a comprehensive online marketing, referral tracking and reporting solution for SNFs:

  • Concurrently view referral records and documents and accept/decline online, documenting decisions at every stage
  • Automatically receive alerts such as "New Referral Docs Received" to e-mail or mobile devices to ensure staff is on top of every referral
  • Report referral response velocity, with timestamps for each action taken during the review and processing of a patient referral
  • Verify insurance coverage instantly through the system and save the results as part of the referral record
  • Fax server and dedicated admissions lines convert referral faxes into electronic documents for easy viewing and storage, and no more fax waits
  • Post standard admissions forms for easy access and completion, with patient and referral data automatically populated.
  • Upload eReferrals from other systems in a single step by printing them into the Referral Management System

Examples of System Reports:

1) Lost Business Report: This report provides information to the organization about reasons for lost business, showing lost referrals and related notes. Valuable business intelligence can help pinpoint potential problem areas with response times, business lost to competitors; services requested not offered by your organization, physicians suggesting other facilities, and more.

2) Payer Analysis: This report provides a detailed breakdown of each facility’s payer mix relative to payer type and carrier for the date range requested. It also provides the status of referrals for that same date range, all essential for internal financial analysis.

3) Referral Decline Report: This report filters referral declines by reason. This simple example shows two patient declines, one because of bed availability and the other being outside of the service area requested. With complete data over time, these reports let providers assess and analyze reasons they are turning patients away, and adjust their processes, offerings or acceptance criteria accordingly.

4) Referral Management Report: This report provides a snapshot of the referrals requested within a date range.  Information includes the patient, gender, diagnosis category, primary payer, referral source, referral contact within the referral source, the referring physician, assigned physician, status of the referral and the status reason. This report is great for reviewing during team meetings.

5) Referral Trend Analysis: Designate a year and the report provides trends of referrals and admissions for each referral source and referring physician for each facility. This report also shows how many patients were assigned per physician for each facility.

6) Win/Loss Analysis: This valuable analysis provides an instant view of performance for one or multiple facilities over a user-defined date range, breaking down all referrals by status, as well as wins and admits, to provide a clear win percentage.