A referral management system can ease out many processes and operations for you, but only if you choose the right one. Using a referral management system is easy and you, your patients and specialists will reap many benefits. But again, all this ease and efficiency will only occur when you choose the right referral system. So how do you do that? Here are some ‘absolute must’ checkpoints for choosing the best referral management system for you:

You need to ensure that you and the staff within your healthcare organization can adapt to the system easily. Cloud-based referral management systems are the most recommended as they are easy to use, adapt to and implement.

Even the best referral management systems can prove to be inefficient if the navigation is complicated. Choose something that allows for easy navigation and saves time, instead of adding to it!

Everyone has a different budget and you can stick to it when choosing a referral management system. You don’t need to buy something overly expensive, but something that is effective and efficient. Do your market research.

Today, you may be a small practice but the future may hold much bigger goals for you. The referral management system must be able to support and grow with your growth. It should be flexible to adopt bigger and higher data and processes.

Multi-Level Referrals:
There are multiple channels or mediums for referrals and the management system must be able to process information from these multiple channels and integrate them as one.

Extent of Detail:
Make sure that the system you choose allows you to get complete details of the patient in one place. Medical history, current treatment plan, diagnosis and any other information vital to the patient’s health needs must all be accessible easily and in one place.

Information Privacy and Security:
Probably one of the most important points to consider. The referral management system must be absolutely secure and follow strict privacy policies in keeping patient information and all other recorded data.

Bridging Gaps:
The referral system must allow you to bridge communication gaps between dentists, dental specialists and the patients. Data and information must be easy to share with one another and instant communication channels must be supported.

When you send a referral, you should be able to track it too. A lack of tracking ability of the system can lead to time delays, inadequate care or even impacted re-referral rate.

Access Control:
Not everyone within the organization needs to access every detail. Choose a system that allows you to set limits as to who can access what information. For example, the finance team needs only finance-related information and not the medical history. This will further help enhance patient privacy and security. Take note and choose the perfect referral management system for best efficiency.


Advancements in science and technology have changed every sphere of life. The healthcare industry has also evolved and changed with technology making its presence felt across healthcare services and processes. From better treatments to enhanced operations, technology has enhanced every sphere of the healthcare industry. Technological tools and devices have greatly reduced manual work and effort, while also greatly enhancing communication, effectiveness and efficiency of multi-level activities. The one sphere where technology has still not greatly shown improvements is the ability to reduce medical errors. These medical errors can be broadly divided into two categories: errors in diagnosis and treatment and errors in operational processes. Both of these errors are dependent on the data available. The only difference is that before the advent of technology, these errors happened because of lack of data but now, with technology, these errors are a result of excessive data. Electronically updated health record systems are great data storehouses but even the slightest error in updating the data can lead to big and drastic errors. These electronic systems have been put in place by almost every healthcare organization. The data stored here adds to the treatment, reference and decision making capacities of health care experts. These experts deal with large amounts of data every day and these errors happen.

The other area of medical errors is with referrals. As mentioned above, since experts handle large amounts of data every day, the errors seep into the process of referring patients too. Sending the wrong information at the time of reference leads to associated problems like reaching out to the wrong person, the concerned person losing out on the opportunity and time to visit the required specialist. It’s thus a long and complex chain that has multiple loopholes, all tracked down to errors in referring a patient. Referral management systems have thus become the need of the hour. An effective referral management system reduces errors by bridging communication gaps between the patient, specialist and healthcare organization. Better communication reduces the time it takes for a patient to connect with a specialist and thus reduces the time for proper diagnosis and effective treatment to be administered. It also reduces the need to get the same tests done repeatedly, wrong medical data and other vital information. With an effective referral management system, all medical errors can be completely negated and the following benefits can occur:

  • Identification of the right specialist at the right time
  • Enhanced communication channels and bridging the gap between a patient and specialist
  • Better utilization of recorded medical data
  • Effective and convenient process
  • Minimizes the effort and enhances the efficiency
  • Reduces the wait time
  • Improves the process of scheduling appointments and tests

The healthcare field has no room for errors. Medical errors of any kind can lead to critical situations and all the effective ways must be implemented to reduce the possibility of such errors.


If you want to expand your dental business using referral system, you have landed at the right place. In this post, we have discussed some effective ways you can follow to get referrals for your dental healthcare center and expand your business.

Let’s have a look at these effective ways:

Use an Electronic Referral Management System

First things first, you need to have a reliable referral management system and an electronic referral system offers exactly the same. Dental referrals can be sent or received easily by having such a system in place. It offers numerous benefits i.e. flexibility, no chances of errors, fast sending and receiving of referrals etc. Furthermore, there is no referral leakage and missing information issue. With such a system, multiple referrals can be sent or received simultaneously, which makes it a win-win option for every party involved; the sender, recipient, and the patient.

Offer Benefits to Current Patients

Another way to earn referrals for your dental business is to adopt incentive policy. Offer incentives and benefits to your current patients in lieu of referrals they provide. These incentives can include a certain percent discount on their total bill or a free service with another one. All you have to do is to introduce this offer to your patients and advertise it on regular basis. Whether you want to set this offer for a limited time period or for throughout the year, it depends on your dental healthcare center’s policies.

Communicate with your Patients

Another effective way to get dental referrals for your business is to talk to your patients. Cleverly advertise your services to them and the benefits your patients can avail from them in your organic conversation. If you are offering any particular discount, you can also mention it casually during the conversation. Furthermore, do not forget to point out special services of your dental healthcare center that sets it apart from other dentists in town.

Note: Do not go overboard with the advertisement as it can come across as a desperate attempt to lure in the patient.

Go the Conventional Way: Use Brochures

Although a conventional yet an effective way to earn dental referrals is to use brochures. Hand over a brochure to every patient who visits you. The brochure should have an appealing design and content. Furthermore, it must feature the focal aspects of your dental healthcare center that should compel people looking for dental services to visit you. In case your patient is a teacher, you can hand them extra brochures. It can help to maximize your reach.

A Final Word

There you go! These are some of the effective ways you can earn dental referrals that too without burning a hole in your pocket. However, the most effective among these is to get an electronic referral management system. Not only such a referral system will help to earn dental referrals, it will also make it easier to sort and manage multiple referrals simultaneously.


Referrals hold vital importance in the dentistry. An effective referral system bridges the gap between patients and healthcare facilities. Although electronic dental referrals systems have gained popularity due to their high efficiency, many people still rely on the conventional method of paper referrals. Just like various other aspects of the dentistry and health care systems have been taken over by the technology, it is the high time for dental healthcare service providers to take the plunge and switch to electronic referral management system.

In this post, we have shed light on some of the reasons why electronic referral system must be a top priority of every dental healthcare provider: Continue reading!

An Electronic Referral System is Fast

The first and foremost reason why you need an electronic referral system is that it is quick and easy. In case of a paper referral, it can take days to reach the recipients. However, with an electronic system, it is instantaneous and trackable.

No Risk of Referral Leakage or Loss

With an electronic system, there is no risk of referral leakage or loss. Information is kept confidential and it is only received by the intended recipient. Since referral can be tracked easily, these risks mentioned above are non-existence. On the other hand, with paper dental referrals, the issues of referral leakage and loss are quite prevalent.

Easy to Locate

Another common problem with a paper referral is to find them once they have been received by the recipient. Since there are plenty of referrals they receive on daily basis, sorting them in a proper way can prove to be a task no less than a challenge. With an electronic referral system, this problem is completely eliminated since the referrals are arranged in an automated manner. Hence, they can be easily located with just a simple search function.

Structured Form

Dental referrals, in an electronic referral system, are now compiled and sent in a structured form. All the required information is first entered prior to sending the referral. Hence, there is no chance of missing information upon referral reception by the receiving party as was the case with paper referrals. Quite often, vital information was missing from referrals, which resulted in back and forth communication between the recipient and patient or their dentist for missing information. This prolonged and complicated the process.

No Chance of Errors

With paper dental referrals, errors in the referrals was a common encounter for dentists as there was no proper method. However, with the advanced electronic system, no such issue is prevalent because of the streamlined process. Even if an error is made, it can be detected early before sending the referral.

A Final Word

The long and short of this story is that e-referral system is the need of the hour for every dental healthcare service provider. It is cost-effective, reliable, and structured.


You may visit your dentist for a range of dental issues. It may be a tooth replacement, teeth whitening or a simple filling. As with doctors specializing in certain fields like cardiology, neurology and oncology, dentists too would be specialized in certain practices. These specialists will be able to handle special dental conditions efficiently through specialized treatments.

Specialty dentists

For instance, if you have teeth misalignments, you need to see an orthodontist. Orthodontics is not only for children, but you, as adults can also avail the service and get your teeth aligned. There is an increased awareness of dental hygiene in the recent times and the demand for dental services is on the rise. On the other hand, if you are looking for a root canal treatment, you need to see an Endodontist. Even though you feel your family dentist would be fine for this therapy, it is best recommended to consult a specialist.

Specialist referrals are not required for routine therapies. They are preferred for advanced treatments and for those who have severe dental conditions.

Why Specialist?

A specialist would have the required expertise to deal with advanced cases. You can trust a specialist as he would be dealing with similar cases day in and out and would have a great deal of knowledge coupled with experience. A specialist will also use the latest equipment’s for treatments.

How Do You Find A Specialist?

The most reliable source is the dentist you are currently in touch with. He knows your conditions the best and will definitely suggest the one that is best suited for you. Your dentist will be able to analyze whether he can treat you himself or a specialist referral is ideal.

Benefits of Specialist Referral by Your Dentist

  • Your dentist will have utmost concern for you as you are his patient. He is sure to refer you to a good specialist.
  • The specialist and your dentist would have worked together on many cases, so you can expect good communication between them. This works well for you too.
  • Your case will, for sure, not be the first referral. Your dentist would have preferred a number of similar cases and he would be certain of good results.
  • Your dentist will definitely know who the best specialists are in his field. So you can trust him!

Your dentist knows what is best for you; he is your go-to person in finding a specialty dentist!


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