How to send a web referral

Overview: This article will provide an overview of how to send a web referral.

Follow these simple steps to send a referral from the web! You can also check out our article, 'Logging into the PicassoMD Web' to see how to see how to log into the web.

• Navigate to the PicassoMD web app.
• Once on the referral page, click the 'Create New Referral' button in bright blue.

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• Next, choose the preferred provider. You can select one of your recent providers, search by provider or practice name, or browse by specialty and associated subspecialties.
  • Note: Not all specialties have associates subspecialties. Please see our article on subspecialties to learn more about subspecialties.
• Once you've selected the specialty provider to send the referral to, enter your patient’s basic information and choose the acuity level for the referral (Routine vs urgent vs emergent).
  • Routine referrals are those that can be seen in 1-3 weeks.
  • Urgent referrals should be seen within 1 week.
  • Emergent referrals are those that need to be completed within 48 hours.
• You also have the option to enter the patient's insurance information by either entering it manually or uploading photos. To learn more about this, see our article 'Adding / Requesting Insurance to Referrals'.

Choosing a Sending Provider (Practice Admins and Referral Coordinators Only)

• If you are a practice administrator or referral coordinator, you will need to select the provider who initiated the referral before you can proceed. If you are an administrator of more than one practice, you'll need to select the practice the referral is being sent from and then select the initiating provider. Providers do not have to do this step.
• If you cannot find the initiating provider it is because they do not have a PicassoMD account. Once their account is created, they will appear in the drop-down.

Selecting a Practice or Provider to Send the Referral

• Referrals can be sent to a specific provider or to a practice’s office location without specifying a provider.
• For quick access, select providers you’ve referred to recently from the “Recent Providers” sidebar on the right.
• If you know the provider / practice you want to send the referral to you can use the “Search by Name” option.
  • Note the provider/practice search will only yield results within 50 miles of the selected address. If you would like to find a provider that is more than 50 miles away, you can change the location of your search. Alternatively, you can type in a different address i.e. the patient's home or office.
• If you are unsure of the practice/provider in which to send a referral, you can browse by specialty. Use the filters to find providers with specific characteristics like language, distance, home visits, telemedicine, pediatrics, and geriatrics.

Adding Patient Information

• Once you’ve chosen a practice or provider for the referral, enter the patient information
  • First and last name
  • Date of birth
  • Patient’s phone number
  • Patient’s email address 
• Note that the first / last name , date of birth, and the patient’s email OR phone number are required to send the referral;  the patient will receive the referral through the contact means you provide.

• Adding the patient’s insurance information (optional) helps ensure a smooth transition
  • You can add patient insurance information to referrals in two ways– add photos of the insurance card OR manually type the patient’s info.
    • You can add up to two photos of the patient’s insurance card.
    • You will not be able to save the patient’s insurance info until at least one photo is uploaded or the insurance information is manually typed.
    • If you decide against adding the patient’s insurance info, click the “Cancel” button to return to the original screen.
  • Click “Save” when you’ve added the insurance information.
    • If, at any time, you need to correct the patient’s insurance information, click the “Edit” button.

• Choose the acuity of your referral.
  • Routine
  • Urgent (patient needs to be seen in <1 week)
  • Emergent (patient needs to be seen in <48 hours)
• Add a reason for the referral that briefly describes the chief complaint and any other details the specialist should be aware of.
• If relevant, you can add up to 3 images or PDFs to the referral.

  • Video files are not supported.

    When you’re ready, click “Save and Review”.

    After reviewing the referral, you can either send or edit it. Once you hit “Send”, you’ll see the "All set!" screen.

• You can either click "Done" to go back to the home screen, or you can send another referral for the same patient. We will copy the patient demographic information, so you can send the patient to another specialty without having to re-enter information.