Generate Refer In Report

The Refer In Report is used to track the referral sources as well as the production generated and receivables collected from patients that were created, had their first date of service, or had any date of service in the selected time frame.
This report shows real-time data and is available in two views: Summary and Detail View.

Use Cases

• Evaluate the performance of referral sources.
• Analyse lifetime production of referrals.

Let's get started!

• Navigate to the System Menu > select Operational Reports under Insights.

• Click the + icon on the left or the Generate Report button on the right for the chosen report.

Explore below to learn more about the desired views, filter criteria, and results.

Summary View ⌵

The Summary View of the Refer In Report provides a concise summary of the referrals and associated production at the practice. You can group this view by Location, Primary Referral Source, and Primary Referral Sub-Category.

Let us explore the filters:

No	Filters	Description
1	Group By*	The Summary View of the Refer In Report can be grouped by Location (Treatment Location for First DOS logic/Default Location for Created Date logic), Referral Source and Referral Sub-Category.
2	Date Criteria*	Choose to see referred patients based on the date of their first completed service (First DOS), any completed service (Any DOS), or the date on which these patient records were created in the system.
3	Date Range*	This works based on the Date Criteria selection. *By default, the date range will be for the current day.
4	Default Location	Choose to focus the report on the selected default locations of patients.
5	Primary Referral Source	Choose to focus the report on selected referral sources.
6	Specialty	Choose to filter providers based on specialty.
7	Practice Provider	This lists the internal practice providers and shows results based on the patients referred by each practice provider in the selected time range.
8	Referral Providers/General Dentist	This lists the external referral providers and shows results based on the patients referred by each external provider in the selected time range.
9	Referral Patient	This lists the patients in the system and shows results based on the patients that referred in these new patients into the practice.
10	Referral Sub-Category	Choose to focus the report on selected referral sub-categories.
11	Referred Patient Flag	Choose to filter out referred patients based on the selected patient flags.
12	Code	Choose to focus the report on selected codes.
13	Exclude Migrated Production	Checkmark this option to exclude the migrated production.
14	Exclude Membership Discounts Credits	Checkmark this option to exclude membership discount credits.

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 5 Treatment Locations or a date range exceeding 6 Months will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Summary View

Now, let us take a look at the results of the Refer In Report (Summary View).

• Location: For First Date Of Service, this represents the treatment location of the patient’s first visit. For Created Date, this represents the patient's default location.
• Primary Referral Source: The primary referral source that referred the patient.
• Primary Referral Sub-Category: The sub-category of the primary referral source that referred the patient.
• Primary Referral Source Address: The address of the primary referral source.
• Primary Referral Source Email: The email address of the primary referral source.
• Primary Referral Source Phone: The phone number of the primary referral source.
• Primary Referral Source Mobile: The mobile number of the primary referral source.
• Referral Provider Specialty: The specialty of the internal provider who referred the patient.
• # Patients: The number of referred patients associated with the same location, referral source, or referral sub-category.
• Net Production (Trans. Date): The total net production generated from patients associated with the location, referral source, or referral sub-category during the selected date range, based on the transaction date.
• Net Collection (Trans. Date): The total net collection generated from patients associated with the location, referral source, or referral sub-category during the selected date range, based on the transaction date.
• Gross Production: The gross production generated by the patient within the selected date range.
• Lifetime Gross Production: The total production generated by the patient over their lifetime (including migrated production).
• Lifetime Gross Collection: The total collections received from the patient over their lifetime.
• Lifetime Prod./Pat.: The lifetime gross production divided by the number of patients.

Note: Migrated production is excluded from Lifetime Gross Production by default. Uncheck Exclude Migrated Production to include it.

Click on the blue-coloured entries to view more information of the corresponding entry.

Detail View ⌵

Let's explore the filters:

No	Filters	Description
1	Date Criteria*	Choose to see referred patients based on the date of their first completed service (First DOS), any completed service (Any DOS), or by the date in which these patient records were created in the system.
2	Date Range*	This works based on the Date Criteria selection. *By default, the date range will be for the current day.
3	Default Location*	Choose to focus the report on patients with the selected default location
4	Primary Referral Source	Choose to focus the report on selected referral sources.
5	Specialty	Choose to filter providers based on specialty.
6	Practice Provider	This lists the internal practice providers and shows results based on the patients referred by each practice provider in the selected time range.
7	Referral Providers/General Dentist	This lists the external referral providers and shows results based on the patients referred by each external provider in the selected time range.
8	Referral Patient	This lists the patients in the system and shows results based on the patients that were referred in these new patients into the practice.
9	Referral Sub-Category	Choose to focus the report on selected referral sub-categories.
10	Referred Patient Flag	Choose to filter out referred patients based on the selected patient flags.
11	Code	Choose to focus the report on selected codes.
12	Columns*	Choose the columns you wish to see in this report.
13	Exclude Migrated Production	Checkmark this option to exclude the migrated production
14	Exclude Membership Discounts Credits	Checkmark this option to exclude membership discount credits

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 5 Treatment Locations or a date range exceeding 6 Months will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Detail View

Now, let us take a look at the results of the Refer In Report (Detail View).

• Patient ID: The system-assigned number used to identify the patient and their records. On clicking the ID, the user is navigated to the patient’s overview page.
• Patient Name: The name of the patient.
• DOB: Date of birth of the patient.
• Age: Age of the patient.
• Created Date: The date the patient record was created in the system.
• Patient Address: The address of the patient.
• Zipcode: The zip code of the patient.
• Patient Email: The email address of the patient
• Patient Phone: The phone number of the patient.
• Carrier: The insurance carrier associated with the patient’s primary insurance plan.
• First DOS: The patient’s first date of service (the date corresponding to the first code completed for the patient).
• Last Visit: The date of the patient's most recent visit.
• Default Location: The default location of the patient.
• Primary Referral Source: The primary referral source that referred the patient.
• Primary Referral Sub-Category: The sub-category of the primary referral source that referred the patient.
• Primary Referral Source Address: The address of the primary referral source.
• Primary Referral Source Email: The email address of the primary referral source.
• Primary Referral Source Phone: The phone number of the primary referral source.
• Additional Source 1: The secondary referral source that referred the patient.
• Additional Source Sub-Category 1: The sub-category of the secondary referral source that referred the patient.
• Additional Source 2: The third referral source that referred the patient.
• Additional Source Sub-Category 2: The sub-category of the third referral source that referred the patient.
• Net Production (Trans. Date): The total net production generated by the patient during the selected date range, based on the transaction date.
• Net Collection (Trans. Date): The total net collection generated by the patient during the selected date range, based on the transaction date.
• Gross Production: The gross production generated by the patient within the selected date range.
• Lifetime Gross Production: The total production of the patient over their lifetime (including Migrated Production).
• Lifetime Gross Collection: The total collections received from the patient over their lifetime.
• Lifetime Applied Payments: Sum of insurance and patient payments applied across the lifetime of the patient. 
• Planned Treatment Amount: The value of all planned treatment(s) that is pending completion with proposed date in the selected date range. This includes both scheduled and unscheduled treatments. Excluded: Completed, Rejected, Referred Out codes.
• Broken Appointment Count: The total number of appointments with appointment date in the selected date range, that are currently in the No Show, Cancelled status. Excluded: Deleted and Rescheduled appointments.

Note: Migrated production is excluded from Lifetime Gross Production by default. Uncheck Exclude Migrated Production to include it.

Referral Effectiveness View ⌵

Referral Effectiveness View helps to analyse key metrics such as production, patient volume, and collections over a specific time period, and compare them to previous periods. You can group the data by referral source, location, or referral subcategory, and quickly view the count of patients from each referral source, the production and collection associated with those referrals, the percentage contribution of each referral category.

Let's explore the filters:

No	Filters	Description
1	Group By*	The Summary View of the Refer In Report can be grouped by Location (Treatment Location for first DOS logic/Default Location for Created Date logic), Referral Source and Referral Sub-Category.
2	Date Criteria*	Choose to see referred patients based on the date of their first completed service (first DOS), any completed service (Any DOS), or by the date in which these patient records were created in the system.
3	Date Range*	This works based on the Date Criteria selection. *By default, the date range will be for the current day.
4	Compare Performance*	Use this filter to compare your performance (Patient Count, Gross Production, Gross Collection) with either Previous Period or Previous Year. For example, if your selected date range is 1st May 2025 to 25th May 2025: Previous Period will compare your metrics to the 25 days immediately before your selected range (5th April 2025 to 30th April 2025). Previous Year will compare your metrics to the same date range from the previous year (1st May 2024 to 25th May 2024).
7	Default Location*	Choose to focus the report on patients with the selected default location.
8	Primary Referral Source	Choose to focus the report on selected referral sources.
9	Specialty	Choose to filter providers based on specialty.
10	Practice Provider	This lists the internal practice providers and shows results based on the patients referred by each practice provider in the selected time range.
11	Referral Providers/General Dentist	This lists the external referral providers and shows results based on the patients referred by each external provider in the selected time range.
12	Referral Patient	This lists the patients in the system and shows results based on the patients that were referred in as new patients into the practice.
13	Referral Sub-Category	Choose to focus the report on selected referral sub-categories.
14	Referred Patient Flag	Choose to filter out referred patients based on the selected patient flags.
15	Code	Choose to focus the report on selected codes.
16	Exclude Migrated Production	Checkmark this option to exclude the migrated production.
17	Exclude Membership Discount Credits	Checkmark this option to exclude membership discount credits.

Once you have selected the desired filters, click on the Generate button to generate your on-screen report or Download Report As button to download your report.

Generation/Download Criteria

• Due to data volume, reports with more than 5 Treatment Locations or a date range exceeding 6 Months will not be generated on-screen.
• Reports meeting these criteria will be accessible in the Scheduled Downloads section.

Result - Referral Effectiveness View

• Referral Source: The referral source that referred the patient.
• #Referred Patients: The number of referred patients associated with the same location, referral source, or referral sub-category.
• % of Total Referred Patients: The percentage of referred patients associated with the same location, referral source, or referral sub-category, out of the total referred patients during the selected period.
• #Referred Patients (Previous Period): The number of referred patients associated with the same location, referral source, or referral sub-category, during the previous period.
• Referred Patient Count Trend in %: The increase or decrease in referred patients when compared to the previous period. Decrease is denoted with a negative sign.
• Gross Production (Current Period): The gross production generated from these patients during the selected data range.
• % of Total Gross Production: The percentage of gross production generated from these patients out of the total gross production during the selected period.
• Gross Production (Previous Period): The gross production generated from these patients during the previous period.
• Gross Production Trend in %: The increase or decrease in gross production when compared to the previous period. Decrease is denoted with a negative sign.
• Gross Collection (Current Period): The total gross collection received from these patients during the selected period.
• % of Total Gross Collection: The percentage of gross collection received from these patients out of the total gross collection during the selected period.
• Gross Collection (Previous Period): The gross collection received from these patients during the previous period.
• Gross Collection Trend in %: The increase or decrease in gross collection when compared to the previous period. Decrease is denoted with a negative sign.

Permissions ⌵

If users in your practice cannot use this report, please ensure that the relevant permissions are enabled.

To enable Permissions for the Refer In Report:

• Navigate to the System Menu > select Practice Settings > Administration > Profiles.

• Click Manage Permissions for the intended profile.

• Select Insights.
• Click on the checkbox for Generate Refer In Report under Operational Reports to enable the permission.
• Click Save.

Practices can use this comprehensive guide to efficiently generate reports, explore various use cases, and apply the necessary filter criteria to generate the desired report. Following this guide will help you create reports quickly, understand the different views available, and customise reports to meet specific needs.