What comes in
Referral ordered
- Specialty and reason recorded
- Patient needs an appointment
Referral Management
The referral is sent. Keep following it.
Caesar coordinates specialist referrals and tracks the appointment. After the visit, it requests the consult note so the referring clinician can see what happened and decide what comes next.
- Tracks the visit after the referral is sent
- Retrieves the report for your clinician
See the work
Track the appointment and the report separately.
Illustrative referrals showing a new specialist visit and a completed visit with a missing note.
What comes next
Visit arranged
- Receiving practice contacted
- Appointment details recorded
Your team can see the scheduled visit and follow-up status.
What Referral Management does
- 1Receive order
- 2Match specialist
- 3Send referral
- 4Track appointment
What comes in
Visit completed
- Patient has seen the specialist
- Consult note not yet in the chart
What comes next
Report returned
- Record requested from the specialist
- Returned note routed to the clinician
The referring clinician has the report for review.
What Referral Management does
- 1Confirm visit
- 2Request note
- 3File report
- 4Notify clinician
What it handles
A referral has work on both sides of the visit.
Sending the order starts the process. Caesar keeps the scheduling and records follow-up moving so your staff can see which referrals still need attention.
Find a suitable specialist
Use the referral reason and available directory information to find options that fit the patient's location and insurance.
Send the referral
Deliver the referral and supporting records through the connected channel, including fax where the receiving practice requires it.
Coordinate the appointment
Work with the patient and receiving practice to arrange the visit. Keep appointment status visible to your team.
Bring back the note
Request the specialist's consult note after the visit and route the returned record to the referring clinician.
Fits your practice
Keep the next step visible.
Choose the referral pathways you want Caesar to coordinate, along with the points where your staff should take over.
- 1
Read the order
Start with the referring clinician's reason and supporting documentation.
- 2
Route the referral
Identify a suitable destination and send the required records.
- 3
Follow the visit
Coordinate booking and track whether the appointment takes place.
- 4
Return the record
Request the consult note and notify the clinician when it arrives.
Clinical direction stays with the referring team.
Your clinicians decide the referral and its urgency. Your staff resolve exceptions in specialist availability or patient preference. A sent fax is tracked as a sent referral, not a completed visit.
- Confirm network details before the visit
- Clinical decisions remain with the care team
Keep your existing system.
We confirm the available connections and functions in your electronic medical record system, or EMR, before setup.
Check your EMR integration
Available functions vary by system and agent.
Before you start
Your questions, answered.
What to expect from Referral Management, and what your team controls.
How does the agent keep referrals in-network?
It matches the referral reason with available specialists, the patient's insurance and location, prioritizing suitable in-network options. Staff confirm network details and appointment availability, and patient preferences stay part of the decision.
What does closing the loop actually mean?
The patient has been seen, and the consult note or test results have returned to the referring chart with the clinician notified. Ordered, scheduled, seen and resulted are separate tracked stages. A sent referral is not treated as a completed visit.
Does it work with specialists who only accept faxes?
Yes. Referrals use supported electronic channels, with fax when the receiving practice requires it. The follow-up still tracks the appointment and requests the report afterward.
Who books the specialist appointment?
The agent coordinates booking on the patient's behalf and keeps the patient informed through the preferred channel. If the visit has not been arranged, the referral remains open for follow-up or staff assistance.
Which EHRs and directories does it integrate with?
Supported connections include provider directories, health information exchanges and EHRs such as Epic, athenahealth, eClinicalWorks and NextGen. Referral status and returned records can be written back through the available integration.
Is the Referral Management Agent HIPAA compliant?
Yes. The Referral Management Agent runs on HIPAA-compliant infrastructure. Data is encrypted in transit and at rest. Caesar Health executes a Business Associate Agreement (BAA) at contract signing. SOC 2 Type II is in progress.
What can staff see when a referral is delayed?
The referral dashboard keeps status, patient communication and follow-up history together. Staff can distinguish an unscheduled visit from a completed visit with a missing consult note and route the next action to the right team.
Referral Management
Follow a referral through your practice.
We will show the work between the original order and the specialist's report arriving back in the chart.
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