> ## Documentation Index
> Fetch the complete documentation index at: https://help.clinikehr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Work referrals sent to your clinic

> Accept a referral another practice sent, then accept, decline, schedule and complete it, and see every referral on a client's record.

export const AuditNote = ({action = 'This action'}) => <div className="ck-callout ck-callout--info" role="note">
    <p className="ck-callout__body">
      {action} is written to your workspace's audit log with your name, the
      record touched and the time — a HIPAA requirement, and one you can review
      yourself under <strong>Audit Log</strong>. See{' '}
      <a href="/platform/security/audit-log">Audit log</a>.
    </p>
  </div>;

export const StillStuck = ({topic}) => <div className="ck-callout ck-callout--note" role="note">
    <p className="ck-callout__body">
      <strong>Still stuck{topic ? ` with ${topic}` : ''}?</strong>{' '}
      Check <a href="/platform/help/troubleshooting">Troubleshooting</a> first —
      it covers the failures we see most often. If that does not resolve it,{' '}
      <a href="/platform/help/contact-support">contact support</a> and include
      your workspace name and the time the problem happened, so we can find the
      matching entry in your audit log.
    </p>
  </div>;

export const TaskHeader = ({before, time, after}) => <div className="ck-task">
    {before ? <div className="ck-task__cell">
        <div className="ck-task__title">Before you start</div>
        <p className="ck-task__body">{before}</p>
      </div> : null}

    {time ? <div className="ck-task__cell">
        <div className="ck-task__title">Takes about</div>
        <p className="ck-task__body">{time}</p>
      </div> : null}

    {after ? <div className="ck-task__cell">
        <div className="ck-task__title">When you're done</div>
        <p className="ck-task__body">{after}</p>
      </div> : null}
  </div>;

export const Path = ({steps = []}) => <span className="ck-path">
    {steps.map((s, i) => <span key={i} className="ck-path__step">
        {i > 0 ? <span className="ck-path__sep" aria-hidden="true">
            ›
          </span> : null}
        {s}
      </span>)}
  </span>;

export const Availability = ({editions = ['all'], plans, roles, note}) => {
  const list = editions.includes('all') ? ['clinic', 'pharmacy', 'lims'] : editions;
  return <div className="ck-avail" role="note" aria-label="Feature availability">
      <span className="ck-avail__label">Available in</span>

      {list.map(e => <span key={e} className={`ck-pill ck-pill--${e}`}>
          {EDITION_LABELS[e] || e}
        </span>)}

      {plans ? <span className="ck-avail__label">Plan</span> : null}
      {plans ? <span className="ck-pill ck-pill--plan">{plans}</span> : null}

      {roles ? <span className="ck-avail__label">Who</span> : null}
      {roles ? <span className="ck-pill ck-pill--role">{roles}</span> : null}

      {note ? <span className="ck-avail__note">{note}</span> : null}
    </div>;
};

<Availability editions={['clinic']} plans="All plans" roles="Any staff member" note="A referral arrives from a connected app." />

A **referral** is another practice asking your clinic to see someone. A connected app can send one for a client. It waits for you, and you decide what happens next: take it on, turn it down, book the visit, and mark it done.

This is not the clinic referral programme (inviting other clinics to ClinikEHR), the **Referred by** source on a client, or the antenatal and postnatal referral in the maternity module. It is also separate from **Outside care team**, which lists the doctors a client names.

<Path steps={['Sidebar', 'Clients', 'Review outside data', 'Referrals to action']} />

<TaskHeader before="A connected app that sends referrals" time="A minute per referral" after="A referral accepted, booked and completed, or turned down with a reason" />

## Add a referral to your list

A referral a connected app sends does not appear on the client's record yet. It waits in **Review outside data**, marked **From an outside system**, showing the service asked for, the reason and its code, the priority, when it is needed by, a summary and who sent it.

<Steps>
  <Step title="Open Review outside data">
    Select **Review outside data** on the **Clients** or **Patients** page. The button shows how many items need you, referrals included.
  </Step>

  <Step title="Add it">
    Select **Accept**, then **Add referral**. Any member of staff can do this. It adds the referral to your list as **Received**. It does not accept the referral or book anything: you decide that next.
  </Step>

  <Step title="Or decline it">
    Select **Decline**, write why, and select **Decline** again. The reason is kept with the decision and the sender can see it.
  </Step>
</Steps>

## Work the referrals that need you

Open **Review outside data** and select the **Referrals to action** tab. It lists every referral that is **Received** or **Accepted**, with the one needed soonest at the top. Urgent ones are marked.

The same actions are on the client's own record, under **Referrals**, which also keeps the finished ones.

| Select | What it does | Available when it is |
| - | - | - |
| **Accept** | Agrees to see the client. You can choose who will see them and which department, or leave both for later. | **Received** |
| **Schedule** | Marks it booked. You can pick one of the client's upcoming appointments, or mark it scheduled without one. | **Accepted** |
| **Mark completed** | Records that you have seen the client. | **Accepted** or **Scheduled** |
| **Decline** | Turns it down. You must write a reason. | **Received** |
| **Cancel** | Calls it off. You must write a reason. | **Received**, **Accepted** or **Scheduled** |
| **Entered in error** | For a referral raised for the wrong person. It cannot be changed afterwards. | Any status except **Entered in error** |

A **Completed**, **Declined** or **Cancelled** referral cannot be reopened. If two people open the same referral and one acts first, the other sees a message that it has already moved on, and the list refreshes.

Any member of staff can take any of these steps. Every one is recorded in the [audit log](/platform/security/audit-log) with who did it and when. The reason you write is kept with the referral and is not written into the audit log.

<AuditNote action="Each referral step" />

## Check it worked

Leave the page and open the client's record. **Referrals** shows the referral with its new status, the person or department it was handed to, and the booking if you chose one. Select **Details** for the rest of what the sending practice told you.

## Good to know

* **A sender cannot decide for you.** A connected app can correct a referral or take it back only while it is **Received**. Once you have accepted, declined or booked it, it can no longer change it.
* **Your reason stays private.** The reason for a decline or cancel is shown to the app that sent the referral, and to no other.
* **You can export referrals.** **Referrals** is an option when you export your data.
* **Restricted clients.** A referral for a client restricted to assigned staff is visible only to the people who can open that client.

## If something goes wrong

<AccordionGroup>
  <Accordion title="I do not see Review outside data">
    The button appears only when something is waiting, whether an outside item or a referral to action. With nothing waiting it is hidden.
  </Accordion>

  <Accordion title="It says the referral has already moved on">
    Someone else got there first. Close the message: the list refreshes and shows where the referral is now.
  </Accordion>

  <Accordion title="Decline or Cancel will not go ahead">
    Both need a reason. Write one, up to 2,000 characters.
  </Accordion>

  <Accordion title="The list says it could not load">
    You see a message and **Try again**, never an empty list, because an empty list would say there is nothing to do. Select **Try again**.
  </Accordion>

  <Accordion title="It says I need two-factor sign-in">
    Your clinic requires two-factor sign-in before you can change a record. Complete it and try again.
  </Accordion>
</AccordionGroup>

<StillStuck topic="a referral sent to my clinic" />


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