Referral Management Software Healthcare

Attract more patients, keep track of the ones you already have, and grow your practice with the help of our highly successful referral management software. Designed for use by physicians and their teams, this sophisticated tool streamlines all aspects of the patient referral process so you can improve patient flow and focus on what matters most – delivering excellent care to each and every one of your patients.

In this guide, we review the aspects of Referral Management Software Healthcare, patient referral management system, customer referral management software, and electronic referral management system.

Referral Management Software Healthcare

Referrals are a key part of your medical practice. They help you expand your patient base, increase revenue, and improve the quality of care that patients receive. But as any doctor knows, referrals can be hard to make and even harder to track. That’s where referral management software comes in!

Making referrals is so hard.

Referral management is a challenge for all healthcare providers. Referrals are a major source of revenue for healthcare providers, but they also generate significant complaints and frustration from both the referring physician and patient.

Receiving referrals from physicians can be both time-consuming and challenging. Physicians have varying reasons for referring patients to specific hospitals or clinics, which makes it difficult to manage these referrals efficiently.

Many physicians lack the appropriate tools to make effective referrals while others do not want their patients receiving inferior care because of an inefficient referral process. Either way, this leads to unnecessary stress on both parties involved in the process: doctors trying to refer their patients effectively and managers trying to facilitate patient flow through their facilities at an optimal rate of speed without compromising quality care or causing undue frustration among staff members who are tasked with handling this responsibility on the front line day-to-day basis (elevating frustrations even further).

Bone up on the referral process.

The first step in managing referrals is to understand the process. A referral is a patient’s request for you to treat someone else who is not your patient. If a patient asks you to see his or her friend, for example, that’s considered a referral.

If you want to get more referrals from your current patients and keep them happy, there are some ways you can increase their value:

Consider working with a vendor, being a patient’s “case manager,” or being a member of your patient’s team.

As a health care provider, you can make referrals and help your patients by working with a vendor. For example, if a patient needs an orthopedic surgeon because they have an injury or need surgery and you are not able to provide that service, you can refer them to someone who can help them.

Another way to be part of the team is being a patient’s “case manager.” This is usually done when there are multiple providers involved in providing care for one person (e.g., physical therapy after surgery). You coordinate with these other providers so that everyone is working together for optimal outcomes for the patient.

The last way we’ll discuss here is getting permission from your hospital or practice management system (PMS) before making any kind of referral—even if it’s just referring another doctor on staff! If this isn’t possible, some companies will allow their employees to create free accounts where they can see medical records and use tools like email templates when communicating with patients/clients/customers

Do not give away your role in making referrals until you have permission to do so.

You’re probably already pretty good at making referrals, but if you have an opportunity to increase the number of patients that come through your door, it’s worth looking into a referral management system.

Referral management software can help you keep track of your patients and their needs so that when they’re ready for a new provider, you’re able to make suggestions based on their personal preferences. It also helps you manage the relationships with other providers so that when someone needs something outside of what their primary care physician provides or when there’s an issue between them and their current healthcare provider, they know who else they can turn to for help.

The best part? Referral management makes it easy for patients who may already be hesitant about visiting a new doctor because they don’t have much trust in others’ abilities either get in touch with someone who is familiar or feel more comfortable trusting another person with their health issues because they’ve received recommendations from someone else who has had positive experiences using services provided by those particular practitioners before

Working together with your patients can improve communication and care.

Patients are more engaged in their care when they feel like they’re part of the process. They feel included, empowered and motivated to follow through with referrals and treatment plans.

Patients who feel like they’re being listened to (and understood) are also more likely to follow through on preventive care recommendations, which can help keep them healthy overall.

patient referral management system

Comprehensive Solutions for Inbound and Outbound Referrals

Referral Management

Manage all inbound and outbound patient referrals using ReferralMD, Our intelligent referral tracking platform alerts your staff when patient referrals require attention. Automatically send status updates to referring providers and close the feedback loop.

Patient Engagement Tools

Improve health outcomes and patient experience when you communicate with patients and their families. With ReferralMD, Healthcare organizations can increase patient engagement and increase loyalty to their providers.

SmartFAX Management

Referrals Management for all inbound and outbound faxes. Identify and organize new faxes as referrals or documents relating to existing patients. Automatically route referral faxes to the referrals queue or the integrated EHR.

Patient Direct Scheduling

ReferralMD lets patients directly schedule appointments. Our system is user-friendly and familiar so it’s easy for patients to select a provider, time and location right from your website.

Consult Management

Electronic consults allow primary care offices to invite specialists to a secure online discussion to review a specific patient case and exchange messages and files prior to sending the referral.

Healthcare CRM

Improve your healthcare marketing strategy and research potential referral partners using our healthcare CRM solution. Sales and marketing teams use the medical CRM for marketing efforts, and outreach to find referral partners, and see referral volume analytics. All data is stored in our centralized CRM system. The result is improved patient satisfaction and loyalty.

SmartMATCH Decision Support

ReferralMD automatically prioritizes specialty providers based on accepted insurance, provider affiliation, average wait time, distance from patient, and other metrics in order to accurately match patient and provider.

Real-Time Referral Analytics

Gain better insight into your healthcare business using real-time referral analytics including referral source dashboard, patient referral volume, referral trends, referral leakage rate, capture rate, service levels, wait times, outreach results, competitor patterns, and more. Use the information to make informed decisions to improve your practice’s bottom line.

Automate Prior Authorizations

All healthcare practices benefit from automated prior authorizations. ReferralMD reduces manual tasks by up to 70% and eliminates rework by up to 90%. Seamlessly integrate with your existing health system and patient workflows.

customer referral management software

What is a referral program? 

A referral program is the easiest and cheapest way to get the highest quality customers. Dropbox grew 3,900% thanks to their simple referral program. Heck, even Tesla has a referral program.

Later in this post, I’m going to tell you the story of how I grew our referral program 10x in less than one month.

But for now, you should know that referrals are extremely powerful.

Consumers trust their friends, family, and influencers.

If one of those people tells a consumer about a product or service that they love, that consumer is now up to 25X more likely to make a purchase than they would be without that referral.

I’ve seen the numbers to prove it. A quick look at my Google Analytics dashboard for my SEO tool, GrowthBar shows that the average conversion rate of someone who lands on our site is between 1% and 4%. Whereas the average conversion rate of someone that was referred by a friend is 13%!

In order to get your customers to refer their friends, family, and colleagues, you need to set up a referral program.

Why a Referral Program is Great for Customer Acquisition

It’s cost-effective.

If you’re spending money to acquire customers, building a referral program is one of the most cost-effective ways you can do this.

You only pay per customer that signs up or makes a purchase.

Meaning you don’t have to waste money on impressions or clicks like on Google Ads or Facebook. You just pay a set cost per acquisition. And you can set the cost per acquisition to anything you want.

It’s easy.

You are essentially empowering your customers to become advocates and salespeople for your business. That means, the legwork is in the hands of your customers, and both you and your customers stand to benefit. They can make money by referring their friends through your referral program, and you’ll make money too.

How to Set Up a Referral Program

First things first. Your customers don’t know that you are willing to pay them to refer their friends. So, you’ll have to tell them!

But before sending an email about your referral program, you want to make sure that you have a seamless referral process. In order to make your referral program seamless, you’ll need to purchase great referral program software.

Why You Need Referral Program Software

Without referral program software, you risk creating a complicated mess for your customers.

I made this mistake back in my early marketing days when I was building the referral program at a real estate startup, RealtyShares.

We hired a developer to build a page where people could quickly sync with their Google Contacts and mass invite their friends to sign up for RealtyShares. At the time, we offered to pay $100 for every valid sign-up who completed their profile.

People referred their friends, tons of them, which was great.

Here was the downside: I wasn’t using referral program software, so there was no way for our customers to keep track of their referrals.

For example, there was no way for referrers to see which of their friends had signed up, or how much money they earned, or when they could expect us to pay them.

This created confusion and the last thing I wanted was for our best customers to get frustrated. If they had no visibility into the status of their referrals and payments, then they would have a bad experience referring their friends.

And they had a bad experience referring their friends, they weren’t going to refer more friends in the future.

The solution? Purchasing software to manage our referral program.

How to Create Your Own Referral Program

Referral program software tools make it really easy and intuitive to set up a referral program.

Follow these steps to get started:

One of the most amazing things about using a referral program platform? Once you set it up, it pretty much runs on autopilot. Don’t get overwhelmed either — the best referral tools will guide you through all of the steps above.

The 13 Best Referral Marketing Software Tools – The Complete List

Referral Factory offers over 1,000 referral program templates used for a variety of industries in countries across the world. They offer 18 different languages, lots of different integrations, and of course…their own referral program!

Our #1 recommendation is Referral Factory. Why? It helps businesses automate the process of enrolling, tracking, rewarding, and managing their referring customers, influencers, and affiliates. The referral software helps marketers acquire more best customers, faster, by leveraging the power of word-of-mouth marketing.

This referral program focuses on their branding capabilities on their endless template options, with no developer needed. Their drag-and-drop program builder allows you to access real-time data to know when to issue rewards…or you can just automate it all, which will usually be the simpler option depending on program size.

Referral Factory is pretty affordable, with their most expensive option coming in at $300/month. All plans offer 15 free days to start, and you can also book a demo to see how it works before purchasing.

2. Referral Rock

Referral Rock helps companies grow through word-of-mouth marketing. With its powerful referral software, companies can put their referral marketing on autopilot, making it easy for your customers to share your business through a variety of features, including one-click access and sharing to social media, default sharing messages, and dual-side rewards. It’s a bit more sophisticated than Referral Factory in terms of feature sets and pixel-perfect, branded experiences. But it comes at a slightly higher price.

Our #2 recommendation is Referral Rock. Why? Referral Rock offers generously-priced referral software for businesses of all sizes. Plus, they offer concierge onboarding so that you can get up and running without a ton of technical headaches.

The referral program software also makes referral marketing easier for businesses through easy setup for campaigns, email notifications, and one-step Google Analytics. Automatic referral attribution and integrated referral widgets are also fairly useful in making referral marketing a channel for growth.

Pricing for Referral Rock starts at $200 per month for its Starter plan.

You can easily enroll customers, influencers, and affiliates in targeted and personalized referral campaigns. Companies can also manage all ambassadors, monitor key performance indicators, and optimize referral programs in real-time. Ambassador provides the ability to offer and test different incentives for different campaign segments, and automate the reward process.

The company asks for potential customers to contact them for pricing and schedule a demo of the software.

4. Referral Candy

Referral Candy is a customer referral program great for those just getting started. It’s one of the first referral software tools — I remember it from back in 2012 even. The web application is meant for online stores to boost sales. It features integrations with Amazon Webstore, Etsy, Shopify, Magento, and many other sites.

You can easily set up the program you want, customize the program and rewards, and change the way things look with the need for help from developers. The easy-to-navigate dashboard displays campaigns, analytics, and contacts, and you can generate reports on how your campaign is going and how to improve it if needed.

Pricing for Referral Candy starts at $49 per month as a base fee. The company also charges a monthly commission for the Premium plan. To start with a 30-day free trial, click here.

5. Friendbuy

Friendbuy specializes in referral marketing programs and email capture widgets. Marketers can build campaigns, and A/B test and track results. The platform offers a turnkey, powerful referral engine for any business. It’s another tool that’s been around forever. I remember using it as early as 2013.

Businesses can also take advantage of widget editing and a mature API. You can go beyond cookie-cutter referral programs and turn any idea into an actionable revenue engine with Friendly.

Prices for Friendbuy start at $99/month for the Starter (DIY) plan. The company also offers a 30-day free trial.

Special offer: We negotiated with Friendbuy to get you 1 month free + 25% off when you use this link.

VYPER is a marketing tool that makes it easy to run viral campaigns. Set up Referral campaigns, Reward/Loyalty Programs, or even Giveaways and Leaderboards with VYPER software.

It leverages gamification to incentivize, engage, and encourage “shareability” to help grow your business faster and more efficiently! 

The flexible builder makes it really easy to build branded campaigns the focus on your brands core goals. You can choose to display your campaigns as a website chat widget, landing page or embed form, and even use these 3 options all at the same time.

You can test out Vyper for free as long as you want, and only pay when you want to start your campaign. They also have a 50% discount for annual pricing, and additional payment options if you need additional participants.

7. Extole

Extole helps users acquire more customers with its referral marketing platform. With Extole’s turnkey SaaS platform, marketers can create a complete, reliable, and efficient acquisition channel. They offer refer-a-friend, nominate-a-friend, influencers, ambassadors, drop-a-hint, and friends & family.

Their platform not only enables you to have a successful referral campaign, but also lets you target with precision, capture the trust factor, and influence and acquire new customers through the power of social media. Focused on creating the most advocates from existing customers, Extole powers refer-a-friend programs for Vistaprint, Petco, Shutterfly, and more.

electronic referral management system

A referral management system is a wonderful boon to any healthcare operation. Read about the benefits of referral management for your business.

Referral Management Software – Powerful Tool for Healthcare Providers

Referrals are considered the second highest quality source of leads. Virtually all industries benefit from referrals, including the healthcare industry. For example, doctors often make referrals to specialists for patients who need a certain care or treatment.

For Healthcare Specialists, referrals are crucial for business growth and stability. Referrals directly impact a business’s ability to grow, and provide quality care in an efficient and timely manner.

One of the biggest challenges related to referrals is managing them. This is especially true for the healthcare industry, where sensitive information has to pass from one medical provider to another. This is where a referral management system can be invaluable.

The main goal of these systems is to streamline and improve communication among all healthcare providers (i.e. physicians, specialists, etc.) regarding a patient’s care. If you are thinking about investing in a referral management system, finding the right one is essential.

Knowing the benefits that this feature provides, can help ensure that you get the best system for your practice and patients.

Ability to Find the Right Provider

Finding the right provider is a huge challenge. You must consider factors such as:

With the right referral management system in place, finding the right referral doctor is not only possible but easy.

For example, if Dr. Williams is a primary care physician and has a patient that complains of chest pain, he will do an initial exam and workup. After making a diagnosis, he refers him to a specialist for ongoing, specialized care. Dr. Williams searches for the best cardiologist in the area. The management systems considers a patients and physician’s needs. This helps you discover the ideal referral and then create it with ease.

One of the problems for many doctors is referral leakage. In fact, this has contributed to millions of dollars in lost revenue for many health systems. Patient/referral leakage occurs when patients seek or are referred to an out of network healthcare provider. Eligibility Verification and other accurate and pertinent patient information can prevent this scenario.

Reduced Lead Times

There are several operational inefficiencies that occur in the workplace. They can cause bottlenecks in the care continuum. Long lead times or deadtime are inconvenient for both providers and patients.

Issues will always exist. However, when you invest in a referral management solution, you can save a significant amount of time. This time is saved on processes your health care organization can control.

Having an efficient process in place to reduce lead times will help mitigate these issues. It can also help provide shorter patient wait times, higher satisfaction levels, and eventually, more patients receiving the care they need.

Overall, this provides improved care for patients, along with higher satisfaction levels for patients.

customizable Referral tracking module for coordinating care management

Our team offers referral management solutions that will exceed your expectations and provide all the benefits

Our team offers referral management solutions that will exceed your expectations and provide all the benefits

Business and Marketing Tool for Provider

For most providers, the ability to grow their business is a top priority. Referral Management, therefore, is one of the powerful Business and Marketing tool for healthcare providers.

to keep track of their incoming patient referrals and source. It is total patient tracking from start to becoming active patients.

The tool offers effective tracking and follow-ups, which help ensure providers convert referred patients into an active patient status (i.e. permanent patient) for their practice.

For patients, there’s a benefit, too. It results in improved patient care thanks to the patient having faster access to care.

Improved Rates of Completion

When you have a referral management system in place, you can track the status of all patient referrals. You can also ensure patients are scheduled and seen in an appropriate amount of time.

For example, with some systems, you receive a notification when a receiving provider has scheduled an appointment with a patient you have referred to their care. You also receive notifications when providers see the patient.

With this process, you have complete transparency along with a higher quality of care. Both the referring and the receiving organization can message each other directly and notify one another in real-time regarding a patient’s appointment status. They can also exchange files between the offices securely.

Improved Utilization

When you can track your patient’s progress through the entire care continuum, it helps improve the utilization for all involved providers and their staff. With the right system in place, it’s possible to see more patients and provide a higher level of care.

It also puts the power of scheduling appointments in the patient’s hands, based on the provider’s availability and the patient’s needs. A primary care provider can send patients to specialists just by searching through an available directory and evaluating a provider based on quality, familiarity, and reviews.

Furthermore, an easy, and efficient referral management system provides a great first impression for referral sources and new patients right at the beginning.

Implementing a Quality Referral Management System Makes Sense

As you can see from the information above, finding and using a referral management system is something that makes sense. It is going to be beneficial for your office and your patients.

Without this system, you may continue to experience referral leakage. This can cause lost revenue and higher levels of patient dissatisfaction. Don’t let this happen when there is a viable and effective solution you can use.

If you are ready to find a quality system, check out our solutions.

Leave a Comment