In this article, you'll learn about our update to:
EHR
What are Referrals & Orders, and How to Document them in Remedly
Remedly is excited to introduce the Referrals & Orders feature, part of a broader FHIR-standardized Service Request workflow that helps streamline clinical coordination and documentation across providers.
You can use Referrals & Orders whenever a provider outside your practice requests, recommends, prescribes, or coordinates a service to be performed by your organization.
This includes:
- Referrals from external providers directing patients to your practice (e.g., primary care providers, ophthalmologists, dermatologists, cardiologists)
- Orders for clinical services such as laboratory tests performed by your organization
- Orders for imaging services such as X-ray, MRI, CT scan, or ultrasound
- Requests for durable medical equipment or supplies provided by your practice
Why use Referrals & Orders?
This feature creates a centralized record of each request within the patient’s chart, ensuring that all relevant information is:
- Stored in a single, easily accessible location
- Reusable across appointments, encounters, and billing workflows
- Free from duplicate data entry
- Better connected between providers and internal staff
- Fully traceable with a clear history of what was requested, when, and by whom
Examples
Referral Example
A primary care provider refers a patient to a mental health clinic for evaluation and treatment of anxiety and depression.
An ophthalmologist refers a patient to an ocular prosthetics clinic for evaluation, fitting, and ongoing management of a custom ocular prosthesis following enucleation.
Order Example
A provider orders a CBC blood test and a chest X-ray for diagnostic purposes.
All Referrals & Orders can be recorded in the system to ensure they become part of the patient’s longitudinal clinical record and can be seamlessly tracked throughout the care journey, including billing.
How to Add Referrals & Orders in the Patient Chart
When you need to attach a referring provider to a patient's chart, follow the next steps.
- Hit the Add Referral button under the Referrals and Orders section.
2. Select an existing provider from your clinic's Network Providers list by:
2.1 clicking the Provider field and choosing the desired entry (search is available) or
2.2 clicking the Add Provider button to add them on the fly.
If you use the 2.2 option, a new tab will open in a separate window, and you'll get redirected to the RCM > Catalogs > Network Providers page, where you can create a new network provider entry (refer to the Network Providers list below).
Once you added a new network provider, get back to the patient's chart, search for the provider and select it.
3. In the Note section, you can document anything you need about your refferal, including the requested service.
4. Enable the Automatically Add to New Appointments toggle if you need this entry to be included on each new appointment.
Note: Instead of doing it every time, you can send the request to support@remedly.com and we will configure this option to be enabled by default.
5. Click Save.
As a result, the new Referral will be saved in the patient chart as Active.
The same flow is also applicable for Add Order option.
How to Edit Referrals and Orders in the Patient Chart
You can edit your Referrals and Orders by clicking on the ID and Edit.
Then Save changes.
IMPORTANT: If you update the Provider from the current service request, it will automatically update on the existing appointments and encounters. So please, if you believe you had appointments and/or encounters associated with this Referral/Order in the past, do not update the provider in the existing service request. Instead, create a new Referral/Order.
How to Manage Referrals and Orders in Appointments
When creating a new appointment, you will notice a Referrals & Orders section located beneath the Services section.
If a Referral or Order has been configured with the Auto-Add to New Appointments option enabled, all Active Referrals & Orders associated with the patient will automatically appear in the appointment window.
If Auto-Add is not enabled, you can still manually associate a Referral or Order with the appointment:
- Click the Pencil icon within the Referrals and Orders.
- Select the appropriate active Referral or Order from the patient chart.
3. Click Save.
The selected Referral or Order will then be linked to the appointment.
The Remove option is also available under the Pencil icon > Remove > Save.
How to Manage Referrals and Orders in Encounters
If you need to document a Referral or Order during an encounter, you can do so using the Referrals & Orders section within the encounter.
When an encounter is created from an appointment that already has a Referral or Order attached, the associated Referral/Order information will be automatically carried over and displayed in the Referrals & Orders section of the encounter.
This ensures continuity between scheduling and clinical documentation, while reducing duplicate data entry and maintaining a complete record of the patient's care.
Within the Referrals & Orders section, you can manage associated Referrals and Orders directly from the encounter.
- To remove a Referral or Order from the encounter, click Remove at the end of the corresponding entry.
- To edit an existing Referral or Order, click the desired Referral/Order ID, select Edit, make the necessary changes, and click Save.
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To add additional Referrals or Orders on the fly, click Select Referrals or Select Orders and choose from the list of active Referrals and Orders associated with the patient's chart.
This allows you to easily review, add, update, or remove Referrals and Orders as part of your clinical documentation workflow.
How Referrals and Orders Are Automatically Added to Bills
When a bill is created from an appointment, the system will automatically populate the bill with the associated Referral/Order information.
If both the appointment and the encounter contain Referrals/Orders, the system will prioritize active Referrals/Orders from the encounter over those linked directly to the appointment.
IMPORTANT: In most cases, a visit will include only one Referral or Order. However, if multiple Referrals/Orders are associated with an encounter, the system will automatically select the earliest created entry (i.e., the lowest ID) of each type (Referral and Order) to populate the bill.
If no encounter exists for the appointment at the time of billing, the system will instead use the Referral/Order linked to the appointment, again selecting the entry with the lowest ID if multiple are present.
RCM
Network Providers List in RCM
Under the Catalogs section in RCM, we’ve added a link to your complete list of Network Providers.
The Network Providers list in the RCM Catalogs represents the directory of providers available for billing purposes within the system. This list is used in Bills and Claims workflows to correctly identify and associate services with the appropriate referring provider.
Currently, only referring providers included on a bill will be populated on Claims. Ordering providers are visible on the Bill but are not included in Claim submission.
This registry serves as the authoritative source for billing-related provider information, ensuring that claims and invoices are accurately attributed in accordance with payer and network requirements.
To add a new provider to the Network Providers list for billing purposes, go to RCM > Catalogs > Network Providers, click New Network Provider, complete the required fields, and then click Save.
You can Edit the Nework Provider information.
Auto-Populate Claim Insurance from Patient Profile
To make the claim editing process more convenient and reduce repetitive data entry, users can now load insurance information directly from the patient's profile when working on a claim.
When adding insurance to a claim, users now have two options:
- Add New Insurance - Continue using the existing workflow to search for and add any insurance manually when needed. This option remains available for situations where a suitable insurance record is not already associated with the patient.
- Load Existing Insurance - Select from the active insurance records already stored in the patient's profile. Once selected, the insurance information is automatically copied to the claim, eliminating the need to search for and enter insurance details manually.
The list of available insurances within the Load Existing Insurance option includes all active insurance records from the patient's profile (those with the status Active), allowing users to quickly select and load the appropriate coverage onto the claim.
Note: Insurance records are loaded one at a time and assigned to the next available insurance sequence on the claim.
If no insurance exists on the claim, the loaded insurance is added as Primary.
If a Primary insurance already exists, the next loaded insurance is added as Secondary, and so on based on available sequence slots.
IMPORTANT: Insurance information is copied to the claim at the time it is loaded. Any future changes made to the insurance record in the patient's profile will not automatically update existing claims.
Reorder button remains available whenever multiple insurances are added to the claim for quick insurance sequencing management.
This update saves time during claim editing by allowing users to reuse insurance information already available in the patient's profile instead of entering it manually.
Search Claims by Claim ID
Finding a specific claim is now faster and more convenient. Users can now search for claims directly by Claim ID from the Claims Dashboard, making it easier to locate and reference claims using a HIPAA-compliant identifier.
A new Claim ID search option has been added to the Claims Dashboard. Users can enter a Claim ID to quickly locate the corresponding claim without needing to search through reports or identify the patient first.
Note: The Patient search option has been moved from the quick search area to the filter panel for a more organized search experience.
This enhancement helps users find claims more efficiently, supports HIPAA-compliant communication when discussing claim-specific issues, and reduces the time required to investigate and resolve claim-related questions.