How to share your referral form link

Your referral form link allows outside providers and referring offices to submit referrals directly to your practice through Referral Intel.

Sharing this link helps move referrals out of paper, fax, email, and scattered manual systems and into one organized workflow.

Short answer

After your practice is set up, you will receive a unique referral form link.

You can share this link with referring providers, add it to your website, include it in emails, or give it to your web developer to embed on your referral page.

Referral form link vs. practice portal link

Your practice has two important Referral Intel links.

Your practice portal link is for your internal team.
Your referral form link is for outside referring providers or offices.

The practice portal is where your team logs in to manage referrals.

The referral form is where outside providers submit referrals to your practice.

Do not send your internal portal link to referring offices.

Where to find your referral form link

Your referral form link is included in your Referral Intel welcome email.

That email may also include:

Your practice portal link
Login credentials
Setup instructions
Information for adding the form to your website

If you cannot find the referral form link, contact the person who completed your Referral Intel setup or contact Referral Intel support.

How referring offices use the link

When a referring office opens your referral form link, they can enter referral information such as:

Referring provider or office details
Patient information
Reason for referral
Requested provider or location, if applicable
Notes or referral details
Attachments, if needed

Once the form is submitted, the referral enters your Referral Intel portal.

Your team can then review it, update status, and manage follow-up.

Ways to share the referral form link

You can share your referral form link in several places.

Common options include:

Your practice website
Email signature
Referral instruction emails
Printed referral materials
QR codes
Referring office handouts
Provider outreach emails
New referring office welcome messages
Follow-up messages after lunch meetings or office visits

The goal is to make the online referral form easy for referring offices to find and use.

Recommended option: add it to your website

For most practices, the best place to share the referral form link is on the practice website.

You can add a button such as:

Submit a Referral

Refer a Patient

That button can link directly to your Referral Intel referral form.

This gives referring offices a simple place to go when they need to send a referral.

Direct link vs. embedded form

There are two common ways to use your referral form link on your website.

A direct link opens the referral form as its own page.

An embedded form displays the referral form directly inside a page on your practice website.

Both options can work well.

A direct link is usually faster to set up.
An embedded form may feel more seamless for referring offices.

What to tell referring offices

When introducing the referral form, keep the message simple.

Example:

“We now have an online referral form to make referrals easier to submit and track. You can use this link to send referral details, patient information, and any needed attachments.”

You can also explain that using the online form helps your practice follow up with the patient more consistently and keep the referring office updated.

What if a referring office still uses fax, email, phone, or paper?

That is normal.

Some offices will continue using older referral methods.

If a referral comes in outside the online form, your team can manually add it to Referral Intel.

Over time, you can continue encouraging referring offices to use the online referral form because it creates a cleaner and more consistent workflow.

Best practice: share the link repeatedly

Referring offices may not change their habits after seeing the link once.

Share the referral form link in multiple places and repeat the message over time.

Good opportunities include:

After a new office sends its first referral
During office visits
After lunch-and-learns or provider meetings
In referral thank-you emails
When a referring office asks for referral pads
When your team receives a faxed or emailed referral
During onboarding of new referring offices

Best practice: explain the benefit

Referring offices are more likely to use the link when they understand why it helps.

Benefits may include:

Easier referral submission
Ability to include attachments
Faster patient follow-up
Better tracking
More consistent communication
Fewer referrals lost in fax, email, or paper workflows

Make the message about helping their patient get scheduled and keeping their office informed.

Common mistake: sending the wrong link

Make sure you send the referral form link, not your internal practice portal link.

The referral form is for outside providers.
The practice portal is for your team.

If you are unsure which link is correct, check your welcome email or contact Referral Intel support.

Common mistake: relying only on paper referral pads

Paper referral pads may still be useful in some settings, but they are easier for patients to lose and harder for your team to track.

Whenever possible, encourage referring offices to submit referrals through the online form so the referral enters Referral Intel directly.

Common mistake: not telling the team where the form lives

Your internal team should know where the referral form is located.

This helps them direct referring offices correctly when someone asks, “How do I send you a referral?”

Make sure the team knows:

The website page where the form is located
The direct referral form link
Who to contact if a referring office has trouble submitting a referral

How to access your practice portal
How to embed the referral form on your website
How attachments and X-rays work
How to manually add a referral
How to view a new referral