Using rVetlink for referrals

Estimated reading: 20 minutes

Learn how to use rVetlink integration with Cornerstone to manage referrals seamlessly.

Before you start

Security

Using the referral request list

Once rVetlink credentials are validated, you can view and manage referrals from the rVetLink portal in the Cornerstone Referral Request List.

Navigate to the Referral Request List using one of the following:

  • Toolbar > Referral Request List.
  • Activities > Referral Request List.

Note: A warning will be displayed if the most current rVetLink data cannot be accessed.
Example: There is no internet or network connection, or if the IDEXX Application Service or rVetLink Referral Service is unavailable.

Double-click a row to open the referral in the rVetLink Referral Request Details window. In addition, you can adjust the displayed information as follows:

  1. Date: The past 7 days are displayed by default. To change the date range, do one of the following:
    • Type in the desired date(s).
    • Use the arrows to move the date by a day (single arrows) or a week (double arrows).
    • Double-click the date field to access a calendar and select the date.
  2. Practice: This feature is for Multi-Location Single Database (MLSD) configured practices. The name for the logged-in practice will be displayed. Select a different practice or view all practices by selecting from the drop-down list.
  3. Hide referrals containing a medical note: Select the check box to hide referrals with a medical note created from the referral information.
  4. Hide rejected: Select the check box to hide referrals marked as rejected. Rejected referrals are displayed with a gray background.
  5. Click any column header to sort the list by the header value in ascending or descending order.
    • Updated date: The most recent date and time updated referral information was received from rVetLink
    • Hospital: Referring hospital name
    • RDVM: Referring doctor name
    • Patient ID: Patient ID assigned by your practice
    • Patient Name: The patient name as received from rVetLink, or as set up in your database. This will depend on whether the referral is assigned to a patient in your database
    • Client Name: Client name as received from rVetLink or as set up in your database, depending on whether the referral is assigned to a patient and client in your database
    • Practice: Practice ID associated with the referral
    • Specialty: Requested specialty for the referral. This comes from the rVetLink portal.
    • Requested DVM: Requested doctor for the referral. This comes from the rVetLink portal.
  6. View Medical Note: The icon indicates a referral medical note has been created. An F means the status of the medical note is final. To view the medical note, double-click the icon. Finalized medical notes cannot receive updated rVetLink referral information.
  7. To open the Patient Clipboard, right-click a row containing a valid client and patient ID and then select Patient Clipboard.
  8. Close: Closes the Referral Request List.
  9. Refresh: Updates the displayed information to include any new referral data from the last refresh interval and any updates entered on other workstations.

Note: Filter and sort options are retained when you return to this window from the Referral Request Details window. Filter options are retained when you reopen the Referral Request List. Example: Your hide check box selections are retained.

Referral request details

The Referral Request Details window displays information received from the rVetLink portal and the related information that is matched in your Cornerstone Software, such as the referring hospital and referring veterinarian (RDVM). From this window, do any of the following:

  • Review referral details (scheduling notes, expectations, RDVM notes) and add internal referral information as needed.
  • Assign the referral to a new or existing patient.
  • Add or change the primary RDVM/hospital.
  • Create and view a referral medical note with any RDVM supplied attachments.
  • Reject the referral.
  • Reassign the referral to a different patient.

To open the Referral Request Details window, double-click a row on the Referral Request List.

  1. Initial referral request details
    • Patient ID and Name: These fields are empty until the referral is assigned to a patient in your database.
      • In the Patient ID field, enter a valid patient ID and press Tab, or press F2 or double-click to either search for an existing patient or to add a new patient.
      • Refer to Assigning a Referral to a Patient for more information.
    • Hospital: The referring hospital name is displayed if the hospital is set up in your Cornerstone referring hospital list.
      • If the field is blank, click the Add Hospital link and then add the referring hospital and RDVM. Ensure these are set to primary to process the referral.
        Note: The Hospital set to primary for the patient must match the hospital from the referral.
    • RDVM: The referring veterinarian name is displayed if the name matches a known RDVM in your referring doctor list and if the RDVM is set to primary.
      • If the doctor is not known, is not associated with the patient, or is not set as the primary RDVM, click the add RDVM link to add the RDVM.
    • If the referring doctor used a guest login on the rVetLink portal, you must add the doctor to your Doctor List.
    • Original date: Date/time when referral information was first received into Cornerstone from the rVetLink portal.
    • Updated Date: Date/time when referral information was last received from the rVetLink portal.
    • Medical Note: Date/time when the referral medical note was created. This field is blank if a note has yet to be created for this case.
  2. Referral Hospital: The hospital listed here is for the referring hospital, including phone, fax, and email. RDVM is the name of the referring veterinarian. Submitted by is the name of the staff member who entered the referral into the rVetLink portal.
  3. Referral Case
    • Practice: Name of the specialty practice that this case is being referred to.
    • Specialty: This is the department the case is being referred to (function of the rVetLink portal).
    • Requested doctor: The name of the specialty veterinarian the case is being referred to (SDVM)
    • Reason: This is the reason for the referral. Hover the mouse pointer for details.
    • Expectation: Requests from the referring hospital or doctor. Hover the mouse pointer for details.
    • Scheduling note: Scheduling preference. Hover the mouse pointer for details.
  4. Additional Comments: Additional notes from the referring hospital or doctor.
  5. Client Information: This is the client information as provided by the referring hospital.
  6. Patient Information: This is the patient information provided by the referring hospital.
  7. Notes: Enter your own notes regarding the referral at your practice.
    Example: Conversation notes after discussing the case with the RDVM or the reason the referral was rejected.
  8. Attachments: Additional information from the referring hospital. To view an attachment, double-click it. You must have the appropriate program installed to open and view file attachments. You cannot manually add attachments in this window.
  9. Buttons
    • OK: Saves your changes, closes the window, and redisplays the Referral Request List window.
    • Save: Saves your changes without closing the current window.
    • Cancel: Cancels your changes, closes the window, and redisplays the Referral Request List window.
    • Medical Note: See Creating a referral medical note for details.
    • Reassign: See Reassigning a referral for details.

Assigning a referral to a patient

To process a referral, you must assign the referral information to a patient/client in your database and set the referring hospital and doctor as primary.

Navigate to the Referral Request List using one of the following:

  • Toolbar > Referral Request List.
  • Activities > Referral Request List.

Follow the steps below based on patient and client status.

Add a new client and new patient

Add the client first and then the patient.

  1. Double click on a referral in the Referral Request List.
  2. Press F2 or double click in the Patient ID field from the Referral Request Details window.
    Tip: Drag the Patient List window to the right of the Referral Request Details window so it is available for reference.
  3. On the Patient List window, press F2 or double-click in the Client ID field to open the Client List window.
  4. Perform a client search to ensure the client does not already have a record.
    • If the client does not exist, Click New.
    • If the client does have an existing record, complete any necessary information as indicated under step 5.
  5. If your system auto-assigns client ID’s, accept the client ID, or enter a new client ID and press Tab.
    • Information from the rVetLink Referral Details window populates the Client Information window to reduce data entry: Name, address, email, and city.
    • Enter the client’s state of residence and telephone numbers with locations, using the Referral Request Details window for reference.
    • Complete any other client information according to your practice policy and procedures, including any required fields.
      Note: Do not add the new patient from this window if you want the information to be filled in for you. By following the steps below to add the new patient, most of the information will populate for you.
    • Click OK to save and close the window. The Client List window now includes the newly added client.
  6. Highlight the client in the list and click Select.
  7. Click New to open the Patient Information window.
  8. If your system auto-assigns patient ID’s, accept the patient ID, or enter a new patient ID and press Tab.
    • Information from the rVetLink Referral Details window populates the patient name and other information, such as patient species, sex, breed, and color.
      Note: The associated fields are left blank if the values from rVetLink do not match the same values in Cornerstone. In those cases, you must enter or select the information manually.
    • Enter the patient age and/or birthdate, using the Referral Request Details window for reference.
    • Per your practice policy and procedures, complete any other patient information, including required fields.
    • Add the primary RDVM and hospital. The hospital must match the hospital from the referral request.
    • Click OK to save and close the window. The Patient List window now includes the newly added patient.
  9. Highlight the patient and click Select to redisplay the Referral Request Details window. Do the following:
    • Verify that the referring hospital and doctor are correct and set as primary. If needed, click the Add RDVM link to make the appropriate changes.
    • Optional: Add internal referral notes, such as notes on your conversations with the RDVM.
    • Create the referral medical note. Once the note is created, click Medical Note to view the note.
    • Review the Referral Request List for any updated information from the RDVM

New patient/ existing client referrals

  1. Double-click on a referral in the Referral Request List.
  2. Press F2 or double click in the Patient ID field from the Referral Request Details window.
    Tip: Drag the Patient List window to the right of the Referral Request Details window so it is available for reference.
  3. On the Patient List window, press F2 or double-click in the Client ID field to open the Client List window.
  4. Perform a thorough client search to find the existing client record.
    Note: If needed, click Update, make any necessary changes based on the referral information, and click OK to redisplay the Client List.
  5. Highlight the client in the list and click Select.
  6. Click New to open the Patient Information window.
  7. If your system auto-assigns patient ID’s, accept the patient ID, or enter a new patient ID and press Tab.
    • Information from the rVetLink Referral Details window populates the patient name and other information, such as patient species, sex, breed, and color.
      Note: The associated fields are left blank if the values from rVetLink do not match the same values in Cornerstone. In those cases, you must enter or select the information manually.
    • Enter the patient age and/or birthdate, using the Referral Request Details window for reference.
    • Per your practice policy and procedures, complete any other patient information, including required fields.
    • Add the primary RDVM and hospital. The hospital must match the hospital from the referral request.
    • Click OK to save and close the window. The Patient List window now includes the newly added patient.
  8. Highlight the patient and click Select to redisplay the Referral Request Details window. Do the following:
    • Verify that the referring hospital and doctor are correct and set as primary. If needed, click the Add RDVM link to make the appropriate changes.
    • Optional: Add internal referral notes, such as notes on your conversations with the RDVM.
    • Create the referral medical note. Once the note is created, click Medical Note to view the note.
    • Review the Referral Request List for any updated information from the RDVM.

Existing patient/new client referrals

For this combination, you must add all client information manually because you’ll need to add the client from the patient window after updating the patient’s current owner status.

Before adding new clients and patients, perform a thorough search to avoid duplicate records:

  • Include inactives and deceased patients for patient searches.
  • Include inactives for client searches.
  • Search clients by telephone number and email address.
    Note: If the patient is inactive or deceased, you can still assign a referral and create a medical note for the patient, or you can update the record to active status.
  1. Double-click on a referral in the Referral Request List.
  2. Press F2 or double-click in the Patient ID field from the Referral Request Details window to open the Patient List window.
    Tip: Drag the Patient List window to the right of the Referral Request Details window so it is available for reference.
  3. Perform a thorough patient search to find the existing patient record. Select the patient in the list and click Update.
  4. Double-click the existing client name in the Owners box to open the Patient Owner Information window. Set the status to Past or modify the ownership percentage, and click OK.
  5. Right-click in the Owners box again, and select New to open the Patient Owner Information window.
  6. Press F2 or double-click in the Client field to open the Client List window, and then do one of the following:
    • Search for and select an existing client (new owner).
    • Click New to open the Client Information window.
      • Accept the client ID, or enter a new client ID, and press TAB.
      • Enter all client information according to your practice policy and procedures, using the Referral Request Details window for reference, and click OK. The new client is highlighted in the Client List window.
      • Click Select.
  7. Ensure the following settings are set correctly:
    • Client is set as Current
    • Ownership percentage
    • Reminders
  8. Click OK. The new owner is added to the Patient Information window.
  9. Do the following in the Patient Information window:
    • Update any other patient information according to your practice policy and procedures.
    • Add a primary RDVM and hospital. The hospital must match the hospital from the referral request.
    • Click OK to save the information and redisplay the Patient List window.
  10. Highlight the patient name and click Select to redisplay the Referral Request Details window. Do the following:
    • Verify that the referring hospital and doctor are correct and set as primary. If needed, click the Add RDVM link to make the appropriate changes.
    • Optional: Add internal referral notes, such as notes on your conversations with the RDVM.
    • Create the referral medical note. Once the note is created, click Medical Note to view the note.
    • Review the Referral Request List for any updated information from the RDVM.

Existing patient/existing client referral

To make sure all records are included when searching for existing patient and client records:

  • Include inactives and deceased patients for patient searches.
  • Include inactives for client searches.
  • Search clients by telephone number and email address.
  • Note: If the patient has an inactive or deceased status, you can still assign a referral and create a medical note for the patient. Or you can update the record to active.
  1. Double-click on a referral in the Referral Request List.
  2. In the Referral Request Details window, do one of the following:
    • Enter a valid patient ID and press Tab.
    • In the Patient ID field, press F2 or double-click to open the Patient List window, and then search for and select the patient.
      Tip: Drag the Patient List window to the right of the Referral Request Details window so it is available for reference.
  3. Do the following:
    • Verify that the referring hospital and doctor are correct and set as primary. If needed, click the Add RDVM link to make the appropriate changes.
    • Optional: Add internal referral notes, such as notes on your conversations with the RDVM.
    • Create the referral medical note. Once the note is created, click Medical Note to view the note.
    • Review the Referral Request List for any updated information from the RDVM.

Reassigning a referral

If a referral is assigned to the incorrect patient, the referral can be reassigned.

  1. Double-click on a referral in the Referral Request List.
  2. In the Referral Request Details window, click Reassign.
  3. Enter the new patient and client information to be associated with the referral, using the same steps you follow when assigning a referral to a patient:
    • New client: Add the client first, then the patient.
    • Existing patient and client: Search for and select by either the patient or client information
    • Existing patient, new owner: (existing client or a new client): Update the patient record to add the new owner
    • New patient for an existing owner: Search for and select the client, then add the patient
  4. Click OK

Notes:

  • After you reassign the referral, you may need to reenter the referral hospital and RDVM information, if this information is not set as primary for the patient.
  • If the Reassign button is inactive, it means you have created the referral medical note for this referral. In order to reassign the referral, you must first void the medical note.

Rejecting a referral

Rejecting a referral indicates there will be no further action taken on the referral information. Example: Reject a referral if it is a duplicate or if the patient died before the referral could be processed.

  1. In the Referral Request Details window, enter a reason for the rejection in the Notes field.
  2. Select Reject Referral.

Notes:

  • Rejecting a referral will disable the following fields and buttons:
    • Notes
    • Medical Note
    • Reassign
  • To reactivate a referral and make it available for processing again, deselect Reject Referral.
  • If the Reject Referral check box is inactive, it means you have created the referral medical note for this referral. To reject a referral with a referral medical note, you must first void the medical note.

Creating a referral medical note

Once you assign the patient and client to the referral and set the primary RDVM/hospital, you can create a referral medical note. This action is linked to a specific referral medical note template. You can modify this template, but you cannot choose a different template when you create the note.

Note: When you create the referral medical note, keep the note status as Tentative or Draft until the case is completed. As long as the status is Tentative or Draft, any new or updated documents (attachments) from rVetLink will automatically be added to the note. However, once the note status is set to Finalized, you can no longer update the note or its attachments.

  1. In the Referral Request Details window, click Medical Note. When the Document Editor window opens, a Vital Sign (weight) prompt may appear, depending on your document default settings.
  2. Enter the vital sign information if available. Otherwise, click Cancel to proceed.
  3. In the note, add patient history information, document alerts, or any additional information, in accordance with your practice policies and procedures.
  4. Documents and other files sent as part of the referral are added to the attachments pane automatically.
    • Any new or revised documents from the RDVM will also be added/updated automatically.
    • New versions will replace older versions in the attachments pane and will be indicated by a version number.
    • Original attachments are stamped with the date and time you created the medical note.
    • Any new or updated versions use the date and time the records were received.
  5. Additional attachments can be added, if needed.
    • If you do manually add other attachments, give them names distinctly different from the referral files, so they won’t be overwritten if an update is received from the RDVM.
    • Note: To open and view file attachments, you must have the appropriate program installed.
  6. Change the Staff ID field to the appropriate doctor ID, so the medical note will appear on the doctor’s Daily Planner Medical Notes tab for review and updates.
  7. Click OK to save the information and close the window, or click Save to save the information and leave the window open.
  8. You can review or update the medical note by clicking the Medical Note button on either the Referral Request Details or Referral Request List windows.

Additional information

General

Attachments

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