Adding and Editing Referrers and Referrals

In Power Diary, you can keep track of your referrers and referrals. Using referrals allows you to add referring provider details to invoices, report on which referrers are making the most referrals to your business and more.

Before we get started, let’s quickly define the two terms:

  • Referrer: A referrer is generally a doctor or another health practitioner that has referred a client to your practice or business for treatment.  
  • Referral: A referral is the record of that client being referred to you. These commonly include start and end dates.

Now that that’s clear, let’s see how you can add and edit referrers and referrals in your Power Diary account. 

Note:

If you’re wanting to submit Medicare and DVA claims through Power Diary then you’ll be using this system to record referrals for claiming. 

In this article:

Adding A New Referrer 

Here’s how you can create a new referrer profile: 

1
Navigate to People → Create using the left-hand menu on Power Diary. An Add New popup box will appear.

2
Toggle the Referrer switch. This will add your new contact in your list of referrers.

3
Add their details such as Name, Business or Practice Name and Mobile Number. Also set the System Referrer Type.
4
After the form is complete, click Next. You will be taken to the new referrer’s profile page.

5
Complete the profile by adding as much relevant information as you can (you can always come back and add or edit this information later if need be).

When done, click on the Save Changes button at the bottom-right corner of your screen. 

Adding A New Referral To A Client’s Profile

Here’s how to list a client’s referral on their profile:

1
Open the client’s profile page . (Hint: Use the search bar to quickly find the client’s profile)

2
Navigate to P rofile → Referrals and click on +Add Referral.

3
Complete the form. Start by typing the name of the referrer who has referred this client. If no name appears in the drop-down list, click Add a new referrer and follow the instructions listed in the section above.

4
After selecting the name, add the other details and press the Save button.  Your new referral will appear in the Referral List in the client’s profile.

How To Get Reports on Referrers and Referrals

There are three types of reports you can get on your referrals:

  1. Recent Referrals: This report generates a list of clients referred to your clinic in a specific time period. 
  2. Expired or Soon-To-Be Expired Referrals: This report generates a list of referrals whose referral period is expiring or soon will be in a particular time period.  
  3. Inactive Referrals: This report generates a list of referrers who have not referred a new client within your chosen time period. 

1. Recent Referrals

Here’s how you can generate a list of recent referrals:

1
Go to Reports → System → Recent Referrals.

2
Enter the date range in which you’d like to view your recent referrals.

3
Click Run Report.

This will generate a report showcasing a list of clients referred within your chosen period, along with information such as:

  • Client Name
  • Referrer Name
  • Referred On
  • Address
  • Billed

… and more. 

2. Referrals Expiry Reports

Here’s how you can generate a list of expired or soon-to-be expired referrals:

1
Go to Reports → Clients → Referral Expiry.

2
Enter the date range in which you’d like to view your expired or soon-to-be expired referrals.

3
Click Run Report.

This will generate a report showcasing a list of clients expiring/expired within your chosen period, along with information such as:

  • Client Name
  • Calendar
  • Referred By

3. Inactive Referrers Reports

Here’s how you can generate a list of inactive referrers:

1
Go to Reports → System → Inactive Referrers.

2
Enter the date range to report on.

3
Click Run Report.

This will generate a report showcasing a list of inactive referrers within your chosen period, along with information such as:

  • Their Practice Name
  • Address
  • Phone
  • Last Referral Date
  • Last Client

… and more.

FAQs

  • Why is the referral not showing on the clients invoice?

If the referral is not showing on your client’s invoice, you can manually apply it. To do so go to the Edit Invoice Page for the specific invoice and click on the Referral drop down list. From there, select the referral that you would like to attach to the invoice. If you choose the referral as Default, then it will be added to new invoices automatically.

  • Why is the system unable to save the referrers provider number?

If the provider number is unable to be saved, it may not be meeting the minimum character requirement. In this case, try adding a zero to the front of the provider number. This won't affect claiming.

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