How to add locations and providers

Locations and providers help Referral Intel organize referrals correctly.

Setting them up makes it easier for referring offices to send patients to the right place and helps your team track referral activity more clearly.

Short answer

Add each practice location and each provider who may receive referrals.

This allows Referral Intel to show the correct options on your referral form and helps your team track where patients were referred, scheduled, and treated.

Why locations and providers matter

Referral Intel uses location and provider information to keep referral data organized.

This is especially important if your practice has:

More than one location
More than one provider
Providers who work at specific locations
Different scheduling workflows by location
Referral patterns you want to track by provider
Referral patterns you want to track by location

Accurate setup helps prevent confusion for referring offices, patients, and your team.

Where to manage locations and providers

Locations and providers are managed inside your Referral Intel portal.

To update them:

Log in to your practice portal.
Go to Settings.
Open the locations or providers section.
Add or edit the needed information.
Save your changes.
Review the referral form to confirm the options appear correctly.

Adding practice locations

Add each location where your practice sees referred patients.

For each location, use a clear public-facing name.

Examples:

Downtown Office
Bellevue Office
North Clinic
Main Location
Surgery Center

Avoid internal shorthand that referring offices or patients may not recognize.

When to add multiple locations

Add multiple locations if patients may be referred to more than one physical office or care site.

This can help your team answer questions like:

Which location is receiving the most referrals?
Are referral patterns different by location?
Are some locations converting referrals better than others?
Which providers are associated with each location?

Even if your practice is currently single-location, you can update this later if your practice expands.

Adding providers

Add each provider who may receive referrals.

Depending on your practice, this may include:

Practice owners
Associate providers
Specialists
Surgeons
Clinicians
Doctors
Other referral-receiving providers

Use the provider name as you want it to appear to referring offices and your internal team.

Provider referred vs. provider scheduled

In some practices, a patient may be referred to one provider but scheduled with another.

For example:

A referring office may request a specific provider
Your team may schedule the patient with the first available provider
A provider may work only at certain locations
The patient may request a different provider
The referral may be reassigned internally

Referral Intel can help preserve the original referral information while also allowing your team to track who the patient is actually scheduled with.

This can be useful for understanding referral patterns and internal scheduling decisions.

Why provider tracking is important

Provider tracking can help your practice understand:

Which providers are receiving referrals
Which providers are converting referrals into appointments
Which providers are associated with specific referring offices
Whether associate providers are building their own referral relationships
Whether certain providers need more outreach support
How referral activity changes over time

This is especially helpful for growing practices or multi-provider teams.

Linking providers to locations

If your practice has multiple locations, make sure providers are associated with the correct locations when applicable.

This helps referring offices choose the right option and helps your team avoid scheduling confusion.

For example, if one provider only sees patients at one location, make sure the referral form reflects that setup.

What referring offices may see

Depending on your setup, referring offices may be able to choose:

The practice location
The requested provider
The reason for referral
Patient information
Referral details
Attachments

Clear location and provider names make the referral form easier to complete.

Best practice: keep names simple

Use names that are easy for referring offices and patients to understand.

Good examples:

Dr. Maria Lopez
Dr. James Chen
Main Office
Eastside Clinic

Avoid unclear internal labels such as:

Provider 1
Back Office
Location B
Satellite
Dr. L

When to update locations and providers

Update your location and provider settings whenever there is a meaningful change.

Examples include:

New provider joins the practice
Provider leaves the practice
Provider changes locations
New location opens
Location closes
Practice changes referral routing
Provider name or title changes

Keeping this information current helps protect data quality.

Common mistake: leaving former providers active

If a provider no longer receives referrals, update their status or remove them from the referral form.

Leaving inactive providers visible can confuse referring offices and may lead to incorrect referral routing.

Common mistake: using inconsistent provider names

Use one consistent version of each provider’s name.

For example, do not use:

Dr. Jennifer Smith
Jenny Smith
J. Smith
Dr. Jenn

Choose one clear name and use it consistently.

This helps keep dashboards and reports cleaner.

Common mistake: forgetting to review the referral form

After updating locations or providers, review your referral form.

Make sure:

Locations appear correctly
Providers appear correctly
Provider-location combinations make sense
Referring offices can easily choose the right option
No outdated options are visible

How to set up your organization details
How to add or update team members
How to share your referral form link
How to embed the referral form on your website
How to update referral status