Keep track of referring physicians.

New patients are the fuel for a thriving practice. You should keep track of which physician sent each new patient to you, the reason for the referral, and the nature of the patient's insurance coverage. Computer software can generate a report that will allow you to identify key referring physicians (figure). It will also tell you what the referrers think you handle best and don't handle at all. For example, perhaps they are not aware that you treat allergies or sell hearing aids. Because they already think you do a good job, there is nothing wrong with letting them know about all the services you provide.

Your office staff should know as much about referring physicians as possible. You should keep a complete list of contact information, including cell phone numbers, home phone numbers, fax numbers, and e-mail addresses. You should also record exactly how each referrer wants you to send information back to them.

Figure. The names of referring physicians should be included with basic
patient information.

New Patients Scheduled

Based On Appointments Created Between: OCTOBER 1, 2003 12:00:00 am
-OCTOBER 31, 2003 11:59:00 pm

Scheduled       Appt
Date            Date        Status       Patient/City

EAST OFFICE
10/07/03        10/09/03    Complete     Ruth A, Indnpls
10/09/03        10/09/03    Complete     Tom S, Indnpls
10/10/03        10/10/03    Complete     Joe M, Indnpls
10/13/03        10/13/03    Complete     Mary B, Indnpls
10/14/03        10/14/03    Complete     Mike L, Anderson
10/16/03        10/17/03    Complete     Mary T, Maxwell
10/16/03        10/17/03    Complete     Lisa T, Greenfield
10/16/03        10/17/03    Complete     John R, Indnpls
10/28/03        10/28/03    Complete     Sam S, Indnpls
10/30/03        11/06/03    Complete     Jim J, Indnpls
10/30/03        11/06/03    Complete     Todd H, Indnpls

Location Total: 11

NORTH OFFICE
10/15/03        10/15/03    Complete     Rose R, Indnpls
10/21/03        10/22/03    Resched.     Mary N, Carmel
10/28/03        10/29/03    Complete     Sally B, Indnpls
10/28/03        10/29/03    Complete     Linda Z, Indnpls
10/28/03        10/29/03    Cancelled    Mark G, Greenfield
10/31/03        11/05/03    Cancelled    John W, Indnpls
10/31/03        11/05/03    Cancelled    Rich P, Indnpls

Location Total: 7

Total Appointment Count: 18

Scheduled                                                     Referring
Date            Appointment Note           Insurer            Dr.

EAST OFFICE
10/07/03        PND New pt.                MC/Federal BCBS    Rich L
10/09/03        Hearing loss               Medicare Part B
10/10/03        Ruptured ear, bloody
                  drainage                 Medicare Part B    Steve U
10/13/03        Upper respiratory New
                  pt.                      MC/Indiana
                                             Comprehensive
10/14/03        Poss broken nose from
                  a fall                   Indiana Health     John G
10/16/03        BMT                        Sagamore(SA001)
10/16/03        Needs BMT                  Anthem (AN095)
10/16/03        T&A                        Anthem (AN095)     Jane D
10/28/03        Ears cleaned out           Medicare Part B
10/30/03        Sore throat New pt.        Iron Workers       Bob O
10/30/03        Sinusitis New pt.          Iron Workers       Bob O

Location Total: 11

NORTH OFFICE
10/15/03        Poss allergy               Anthem (AN095)
10/21/03        Recurrent pansinusitis
                  New pt.                  Medicare Part B    Thomas C
10/28/03        Sinusitis New pt.          Medicare Part B    John D
10/28/03        Ear infections, poss
                  tubes New pt.            Aetna (AE213)      Barb B
10/28/03        Allergies New pt.          Aetna (AE213)
10/31/03        Polyp in sinus last
                  seen 99                  Medicare Part B    Thomas C
10/31/03        Polyp in sinus New pt.     Sagamore

Location Total: 7

Total Appointment Count: 18