How to set up your organization details
Your organization details control how your practice appears in Referral Intel and in certain messages sent through the system.
Setting this information up correctly helps make sure referrals, notifications, and practice-specific links work as expected.
Short answer
Go to your Referral Intel settings and confirm your organization details, including your practice name, contact information, website, and any scheduling or booking link your practice wants to use.
These details should be reviewed before your practice begins using Referral Intel with referring offices and patients.
Why organization details matter
Your organization details help Referral Intel identify your practice and personalize parts of the referral workflow.
This information may be used for:
Patient follow-up messages
Referring office notifications
Practice-specific referral forms
Internal referral tracking
Website or booking links
Practice location information
Team setup
Accurate organization details help prevent confusion for patients, referring offices, and your team.
Where to update organization details
Organization details are managed inside your Referral Intel portal.
To find them:
Log in to your practice portal.
Go to Settings.
Open the organization or practice details section.
Review the information listed for your practice.
Update any missing or outdated information.
Save your changes.
What information should be reviewed?
Your practice should review the key information that identifies your organization.
This may include:
Practice name
Practice email
Practice phone number
Website
Scheduling or booking link
Practice address
Practice locations
Default contact information
Display name used in messages
The exact fields may vary depending on your setup.
Practice name
Use the name you want patients and referring offices to recognize.
For example, if your legal entity name is different from your public-facing practice name, use the name that patients and referring providers know.
This helps make automated messages feel clear and familiar.
Practice email
Use an email address your team actively monitors.
This may be the email address patients or referring offices should use when they need to contact your practice.
Avoid using a personal email address unless that is truly how your practice wants to receive communication.
Practice phone number
Use the phone number patients should call to schedule or ask questions.
If your practice has multiple phone numbers, choose the one that best supports the referral workflow.
For many practices, this is the main scheduling or front desk number.
Website
Add your main practice website.
This helps connect your Referral Intel setup with your online presence and may be useful in patient or referring-office communication.
Make sure the website link is accurate and active.
Scheduling or booking link
If your practice offers online scheduling, add the correct scheduling or booking link.
This can help referred patients move from referral to appointment with less staff involvement.
If your practice does not offer online scheduling, use the best contact page or scheduling instructions available.
Locations
If your practice has more than one location, make sure each location is set up correctly.
Location details may affect:
Which location appears on the referral form
Which location the patient is referred to
How your team filters or reviews referrals
How dashboards organize referral activity
Make sure location names are easy for patients and referring offices to understand.
Providers
Your organization setup may also include the providers who can receive referrals.
Provider setup is important because referring offices may need to select a specific provider, or your team may need to track which provider a patient was referred to or scheduled with.
Provider details are covered more fully in the article on adding locations and providers.
Before you save
Before saving organization details, confirm that:
The practice name is spelled correctly
The email address is monitored
The phone number is correct
Website and booking links work
Location information is accurate
Provider information is up to date
The display name is patient-friendly
Small errors in this section can create confusion later.
Who should manage organization details?
Organization details should usually be managed by someone with administrative responsibility for the practice.
This may include:
Practice owner
Office manager
Practice administrator
Operations manager
Referral Intel account administrator
Avoid giving too many team members permission to change organization details unless they are responsible for setup or administration.
When should organization details be updated?
Update your organization details whenever important practice information changes.
Examples include:
New phone number
New email address
New website
New booking link
New location
Location closure
Provider added or removed
Practice name change
Updated scheduling workflow
Keeping this information current helps Referral Intel work correctly.
Common mistake: using an unmonitored email
Do not use an email address that your team rarely checks.
If patients or referring offices respond or need help, your team should be able to see and act on those messages.
Use a shared practice email or scheduling email when possible.
Common mistake: forgetting to update the booking link
If your practice changes its online scheduling system, update the booking link in Referral Intel.
An outdated booking link can make it harder for referred patients to schedule and may reduce referral-to-appointment conversion.
Common mistake: using internal names patients do not recognize
Avoid internal shorthand that patients or referring offices may not understand.
For example, use a clear public-facing location name rather than an internal nickname.
The goal is to make the referral process easy for people outside your practice.
Related articles
How to access your practice portal
How to add locations and providers
How to add or update team members
How to share your referral form link
How to embed the referral form on your website