Every case in one list.
And the money beside it.
A specialist practice lives on referrals it did not control the sending of. They arrive by email, by phone, by post and through three different portals, and the ones that quietly go nowhere are the ones nobody counts.
What this looks like today
- Referrals arrive in four places and somebody has to gather them every morning.
- A case nobody rings back is a case that disappears without a trace.
- You cannot tell which referrers actually send you work worth having.
- You know what the practice earned last month, not what it lost.
What you get instead
One desk for everything that arrives
Email, your own referral page, self referrals and the practices you work with, in a single list, urgent first and oldest next.
Book them in without leaving
A calendar of your own, or your practice software read straight into it where there is an integration, so a booking is made once.
Treatment plans, notes and the record
The plan each clinician proposed, dates against every step, and clinical notes that cannot be edited afterwards, only added to.
Revenue booked and revenue lost
With the reason it was lost. Financial reporting aggregates at practice and service level and never contains patient details.
A public page that brings work in
Your practice, and each of your clinicians, can have a page of their own in the directory, found by speciality and by town, with a way for a patient to ask for them directly.
One subscription, the whole thing
Nothing below is an add-on and nothing is charged per user. The practices who send you work never pay at all.
Referrals
- One list for everything that arrives
Email, your own referral page, a form on your website, partner practices and patients referring themselves, in a single list with urgent at the top.
- Forms you decide
You set what a referrer has to tell you, per service, so a case arrives complete and nobody is asked for something that does not apply.
- A status the referrer can see
Received, triaged, booked, seen, reported, with the date each happened and no telephone call required.
- Duplicates caught on arrival
The same patient sent twice is spotted and joined rather than worked twice.
- Accept, redirect or decline with a reason
And the referrer reads the reason, which is what stops the next one being wrong.
The patient
- One record per person
Their referrals, their enquiries, their documents and their record in your practice software, on one page.
- A diary of your own
Book patients in without leaving, or let your practice software own the diary and read it in.
- Treatment plans per clinician
Two clinicians can each propose a plan for the same patient without the totals being added together. The accepted one is the one that counts.
- Patients in treatment
Who is mid-course, how far along, what is next and when they are actually coming in.
- Clinical notes that stand up
Written once, never edited, never deleted. A correction is an addendum and both stay visible, which is what a note has to be when it matters.
- Consent, recorded
Your own consent templates, signed and filed against the case.
Money
- Revenue booked and revenue lost
With the reason it was lost, which is the number nobody else shows you.
- Your own rates
Services and prices per practice, and reserved rates for the practices you work with most.
- Invoices and statements
Raised from the work, not typed again.
- Reporting with no patient data in it
Financial exports aggregate at practice, service and period level and never carry a name, a date of birth or a referral number.
Being found
- A page for the practice
In the directory, by speciality and by town, with a way for a patient to ask for you directly.
- A page for each clinician
People search for a specialist by name as often as by practice. Nothing is public until you publish it.
- Leads you can count
Views, enquiries and what they turned into, counted by the server rather than by a script a browser might block.
Running it
- Several sites, one account
Sites, clinicians and rates kept apart, and every report filterable to one of them.
- Visiting specialists
Somebody who works across several practices holds one account and chooses which practice they are in. Each practice sees only its own cases.
- Roles that mean something
Clinician, treatment coordinator, practice manager, nurse, reception, referrer, laboratory. Each sees the part of the system that is theirs.
- An audit trail nothing can rewrite
Every access and every change recorded, append only, in the database as well as in the code.
- UK and EEA data residency
Encrypted in transit and at rest, built for UK GDPR special category data, which is what a patient record is.
It works with what you already run
RefClin does not ask you to move your practice off the software it lives on. Where there is a connection it reads and writes so nothing is typed twice, and where there is not, RefClin does the job itself.
Practice software
Patients, the whole diary and treatment plans read into RefClin, and a booking made in either place appears in both. Matched on the patient rather than re-typed, so nothing is duplicated.
Patient lookup and case data, for practices running Boxly.
Calendars
RefClin reads your busy times so it never books over something else, and publishes its own diary as a calendar you can subscribe to. Patient details stay in RefClin: the entry that reaches Google carries a generic clinical title.
The same two directions, through the calendar address Outlook gives you.
Subscribe on a phone and the diary is on it, updating itself.
Imaging
Studies stored and viewed in RefClin itself, on its own infrastructure, with access tokens that cannot reach another study or another practice.
A viewer in the browser for what referrers actually send, without anybody installing software to look at it.
Your own systems
A laboratory, an imaging centre or a practice management vendor works cases from their own software: pull them, move them, quote, message and invoice.
An embeddable referral form and, where you switch it on, the patient assistant, running on your domain and landing in the same list.
A referral letter arrives as a PDF or a photograph and comes out as a filled case, for somebody to check rather than to type.
Running the business
Subscriptions and invoicing, when billing is switched on.
Referrals, reports and reminders sent through your own provider, so they arrive from you.
Questions we are asked
- Does it connect to our practice management software?
- Dentally is connected: patients, the diary and treatment plans are read into RefClin, and a booking made in either place appears in both without duplicates. Others can be added.
- What do referring practices pay?
- Nothing. One subscription per receiving practice, and the practices that send you work use it free, which is what makes them willing to.
- Can we run more than one site?
- Yes. Sites, clinicians and rates are separate, and every report can be filtered to one site.
- What about visiting specialists?
- A specialist who works across several practices holds one account and chooses which practice they are working in. Each practice sees only its own cases.
Start with one referral
An account takes a few minutes, and the first case tells you more than any demonstration would.
Create your account