Referral & Patient Management App For Endo Enzo

1. Application Overview The Patient Referral Management App is designed to provide a centralized process for managing patient referrals from initial intake through follow-up and booking. The application allows users to record patient referral information, track the current status of each referral, maintain follow-up notes and clinical outcomes, and monitor referral and booking activity through a Power App interface. Automated communication workflows support the process by sending welcome emails and scheduled follow-up reminders. The overall purpose of the application is to provide a structured way to capture referrals, manage follow-ups, track booking progress, and automate patient communication . 2. Patient Referral Management Users can create and maintain patient referral records through the application. Each referral contains key information including: Patient Name Referring Dentist Referral Date Current Status Notes Clinical Outcome All referral information is maintained in a SharePoint list, providing a central location for storing and managing referral records. 3. Referral Status Tracking Each patient referral can progress through different stages based on the actions taken and the patient's response. The available statuses include: New First Call Second Call Reminder Sent Booked No Show Users can update the referral status as the patient moves through the follow-up and booking process. This provides visibility into the current position of each referral and helps identify referrals that still require action. 4. Referral Intake and Update The Power App provides a Referral Intake Form through which users can add new patient referrals. Existing referral records can also be edited when information needs to be updated. The form is connected with the SharePoint referral data so that changes made through the application are reflected in the stored referral record. A dedicated status update interface supports ongoing management of referrals after their initial creation. 5. Booking Tracking The application includes a Booking Tracker to help users monitor referrals that progress toward an appointment. As referral statuses are updated, users can identify patients who have been booked as well as referrals that resulted in a no-show or remain within the follow-up process. This provides a clearer view of how referrals progress from initial receipt through to booking. 6. Dashboard and Referral KPIs The application includes dashboard cards that provide users with a summary of referral activity. The dashboard is designed to display key information such as: Referral Counts Conversion Rate These indicators provide users with a quick overview of referral volumes and how effectively referrals are progressing toward booking. 7. Automated Welcome Communication When a new referral is received, an automated workflow sends a welcome email as part of the referral process. The email uses the provided HTML template and includes the required PDF attachment, allowing initial communication to be sent consistently without requiring users to manually prepare and send each email. 8. Automated Follow-Up and Reminders The application supports automated communication throughout the referral follow-up process. The workflow includes: First Call outcome tracking Second Call outcome tracking Automated responses based on call outcomes Follow-up communication when there is no answer 2-week reminders 6-week reminders Timed workflows automatically send the appropriate HTML email based on the configured conditions, helping ensure that referrals continue to receive the required follow-up communication. 9. Clinical Outcome and Notes Users can maintain notes against individual referrals throughout the follow-up process. A Clinical Outcome can also be recorded against the referral, allowing the final or relevant clinical result to remain associated with the patient's referral record. This provides additional context alongside the referral's current status and communication history. 10. Testing and Quality Assurance The complete referral process is tested to ensure that the Power App, SharePoint data, and automated workflows operate correctly together. Testing includes: Form validation Referral data creation and updates Power App and SharePoint connectivity Automated workflow execution Email delivery PDF attachments HTML email content and branding This ensures that both the referral-management functionality and automated communication process work correctly before full rollout. 11. Feedback and Revisions Following the initial rollout, the application can be updated based on user feedback. Revisions may include addressing identified bugs, implementing user suggestions, and making required UI changes. This allows the application to be refined based on actual user experience after implementation. Overall Application Workflow The process begins when a new patient referral is received and entered into the application through the Referral Intake Form. The patient's details, referring dentist, referral date, and other relevant information are recorded and stored in SharePoint. Following referral creation, the system sends the required welcome email with the PDF attachment. Users can then manage the referral through the First Call and Second Call stages, record notes and call outcomes, and update the referral's status accordingly. Where required, automated workflows send follow-up communications and scheduled reminders after 2 weeks and 6 weeks. As the referral progresses, its status can be updated to reflect whether the patient has been booked, has not attended, or remains within the follow-up process. Referral activity can be monitored through the booking tracker and dashboard KPIs, while notes and clinical outcomes remain associated with the relevant patient record. Receive Referral → Create Patient Referral → Send Welcome Email → First Call Follow-Up → Second Call Follow-Up → Automated Reminders → Update Referral Status → Track Booking → Record Clinical Outcome → Monitor Referral KPIs