How to follow up on a medical referral

• The patient’s full name, date of birth, contact information, and permission for you to help.
• The referring clinician or office, referral date, receiving specialty or clinician, and reason stated on the referral.
• Any urgency, time window, or scheduling instruction written by the referring clinician.
• The health plan, member details, and any referral or authorization number already provided.
• The records the specialist requested, such as visit notes, test results, imaging, or a medication list.

1. 1. Confirm where the referral was sent

   Ask the referring office for the receiving organization, contact information, date sent, method sent, and any reference number.

2. 2. Ask the specialist office to confirm receipt

   If it is missing, ask what address or channel the referring office should use and whether another document must accompany it.

3. 3. Check authorization and network requirements

   Ask the health plan or office whether the plan requires a referral, prior authorization, or an in-network specialist. Requirements vary by plan and service.

4. 4. Resolve missing clinical or administrative records

   Write down exactly what is missing, who must provide it, and where it should go. Do not guess what the specialist needs.

5. 5. Schedule and record the details

   Confirm the date, time, location, arrival instructions, expected cost information, and what the patient should bring.

6. 6. Close the loop

   Tell the referring office that the visit is booked and, after the visit, ask how the specialist’s findings and next steps will return to the care team.

Ask the patient to join the call or complete the office, specialist, and health plan’s approved authorization process. A family relationship alone may not let you access the referral or make changes. A personal representative may have broader rights, but that status depends on applicable law and the scope of the authority.

With the patient’s approval and the needed details, Vene can call the referring office, specialist office, or health plan; check receipt and status; gather missing requirements; help schedule; record the outcome; and keep chosen family members informed. Vene cannot create a referral, choose a specialist, change its urgency, or provide the clinical information only a clinician can supply.