Creating a Referral Letter

This article discusses how to:

  • Create a Referral Letter template
  • Generate a Referral Letter from the patient's record

For more information on adding a rDVM please see the following articles:

CREATING A REFERRAL LETTER TEMPLATE

  1. Navigate to the Settings Menu by clicking on the Gear Icon
  2. Click on Referral System in the Settings Menu
  3. Click "Add Referral Letter Template"

From here you'll need to give the referral letter template a name and then hit "Save" which will take you to the document editor. This editor is the same editor that can be found throughout eVetPractice and works like a standard word processor. More information on the document editor can be found using this article - Creating a Document Template

As you build your referral letter template, you will find that there are new merge fields that are available only in this section that will help you in creating your template:

Merge fields derived from the referral record

  • %referralhospital%
  • %referralhospitalphone%
  • %referralhospitalfax%
  • %referraldoctor%
  • %referraldoctorphone%
  • %referraldoctorfax%
  • %referraldate%

Merge fields derived from the medical record

  • %complaintn% (Reason for Visit name only)
  • %complaint% (Reason for Visit comments only)
  • %complaintnc%(Reason for Visit name and comments)
  • %exam% (Exam summary only)
  • %examanswers% (Exam answers only)
  • %examsa% (Exam summary and answers)
  • %examdr% (Exam provider)
  • %prescriptions% (Date + Name + Quantity of any dispensable medications selected to be included in letter)
  • %diagnosisn% (Diagnosis name only)
  • %diagnosis% (Diagnosis comments only)
  • %diagnosisnc% (Diagnosis name and comments)
  • %plann% (Plan name only)
  • %plan% (Plan comments only)
  • %plannc% (Plan name and comments)

When creating your letter, the question you will need to ask yourself is "Where will the information I need be located in the medical record based on how I used the provided fields?" Here is a sample of a referral letter template:

%practiceaddress%
%practicephone%
%practicewebsite%
%practiceemail%
                                                                                                
 
Discharge Letter
%MMMM_dd_yyyy%    
                                                                                                      
Referring Hospital: %referralhospital%
Client: %clientfirstname% %clientlastname% 
Patient: %patientname%, %patientbreed%, %patientsex%, %patientage%, %patientweight%


Dear %referraldoctor%:


%clientfirstname% %clientlastname% presented %patientname% for care on %referraldate%. Below is a summary of %patientsexadjl% visit and treatments at %practicename%.

HISTORY:
%complaintn%


EXAM:
%examanswers%

DIAGNOSIS:

%diagnosisn%


SUMMARY:
%plannc%

MEDICATIONS:
%prescriptions%

If laboratory testing and/or x-rays have been done, a copy has been included with this letter and emailed to %clientfirstname% %clientlastname%. Please do not hesitate to contact me at %practicephone% or email at %practiceemail% should you have any questions or concerns.

Thank you for your referrals,
 
%examdr%

 

Once you've completed your referral letter, make sure to hit "Save" at the bottom.

 

GENERATING A REFERRAL LETTER

  • Navigate to the patient's medical record
  • Click on the blue hyperlink of the rDVM record

  • Scroll down past the Patient Highlights section to the rDVM record
  • Click on either "Email New Referral Letter" or "Print New Referral Letter" based on which you need.

This will bring you to the section where you can create your referral letter. You'll need to choose which template to use. Many practices have multiple templates to choose from for different scenarios as you can have as many stored as you would like. Once you've chosen the correct template, you can choose which items from the medical record you would like to include in the letter. Please note:

  • You can choose multiple types of each medical record entry (complaints, exams, etc.) by checking off which ones you would like to include in the drop down box.
  • Lab Results and Medical Record Documents will be included as separate pages after the referral letter and not included in the body of the message.
  • Once you choose your referral letter template, the template with all the merge fields will appear below. You can hit "Merge Data with Text" to see what the letter will look like before it is sent to the rDVM.

Using the sample referral letter above and the following selections:

Here is what the referral letter looks like once the data is merged with text:

1720 Epps Bridge Parkway
Watkinsville, GA 30606
mvanrheenen@evetpractice.com
                                                                                                
 
Discharge Letter
July 12, 2016    
                                                                                                      
Referring Hospital: All Creatures Animal Hospital
Client: Lance Van Rheenen 
Patient: Jitterbug, Australian Shepherd, FS, 7 years 2 months, 60 LBS


Dear Dr. Stephanie Bites:


Lance Van Rheenen presented Jitterbug for care on Wednesday, July 01, 2015. Below is a summary of her visit and treatments at Madison Animals.

HISTORY:
Bloody Diarrhea


EXAM:

Subjective Assessment
 
Depressed
 
Lethargic
 
<6% dehydrated
 
Obviously does not feel well; giving me the "whites of eyes" look
 
Oral-Nasal-Throat
NORMAL CONDITION
 
Ears
NORMAL CONDITION
 
Eyes
NORMAL CONDITION
 
Cardiovascular
NORMAL CONDITION
 
Respiratory
NORMAL CONDITION
 
Abdominal
ABNORMAL CONDITION
 
Genitourinary
NORMAL CONDITION
 
Musculoskeletal
ABNORMAL CONDITION
Generalized muscle wasting
 
Integument
ABNORMAL CONDITION
Perineal soiling
 
Lymphatics
NORMAL CONDITION
 
Neurological
NORMAL CONDITION
 
Rectal
History of chronic loose stool, but it has never been bloody before.
 



DIAGNOSIS:

Emaciation
Diarrhea-Chronic


SUMMARY:
Discharge Instructions
Jitterbug has diarrhea of unknown origin. We found no evidence of parasites, but we are treating for them nonetheless. If the chronic loose stool fails to improve, then I think she should be worked up for enzyme deficiency or inflammatory bowel disease at her primary care veterinarian.

MEDICATIONS:
7/10/2016 - Amoxicillin 125mg - 20 tablet
7/10/2016 - TRAMADOL 50MG - 10 tablet

If laboratory testing and/or x-rays have been done, a copy has been included with this letter and emailed to Lance Van Rheenen. Please do not hesitate to contact me at  or email at mvanrheenen@evetpractice.com should you have any questions or concerns.

Thank you for your referrals,
 
Megan Van Rheenen, D.V.M.

 

Once you have created your letter and selected everything that should be included, you will have the option to print or email the referral letter based on the option you previously chose at the bottom of the screen. If you selected "Print New Referral Letter," you will see "Print" at the bottom and clicking on this option will print a PDF document of your letter and any selected attachments (please see attached PDF to this article for a sample of the above referenced letter). If you chose "Email New Referral Letter," you will see the "Send Email" option at the bottom of the screen. Please note that if you choose to send an email, you will have the option to send an email to the referring hospital, doctor, both hospital and doctor, and any additional emails at the top of the screen:

 

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