Referral intake playbook: missing documents and follow-ups

Free healthcare operations kit

Give every missing document a next step

Work through a referral in the existing UI Bakery template. Learn where to record the gap, who owns the follow-up, and when a handoff is actually complete.

Get the playbook and checklist

10-page PDF + editable Excel workbook. Download after the form and receive the links by email.

Inside your download

PDFReal screenshots and a tested walkthrough

XLSXWorkflow matrix, filled examples and editable checklist

Your referral intake kit

Start with the playbook

Use the walkthrough to try the process, then adapt the checklist with your team.

Referral Intake Playbook

10 pages with a workflow diagram, a worked case and real template screenshots.

Download PDF

Editable checklist

Two Excel sheets with example rules, document states and room for your own process.

Download Excel workbook

Open the ready-made UI Bakery template

The template is publicly available. Choose Clone this template to work in your own copy. Use fictional records while practicing. The workbook does not sync with the app or send reminders.

We also email these links. If you requested the kit before, use the buttons above for the current files. Need help? hello@uibakery.io.

A referral can have a named owner and still be stuck. A document is missing, a follow-up date has passed, or scheduling has not accepted the handoff. A useful intake record makes those gaps visible without making the next coordinator reconstruct the work from separate messages.

This referral intake playbook focuses on the administrative steps: collecting documents, recording the next action and handing the packet to a named recipient. It uses the Patient Intake & Referral Tracker template and synthetic examples. It is a training kit that your process owner can adapt to your clinic.

What to record when a document is missing

Start with five pieces of information: the referral ID, the specific missing item, the person responsible for the next action, the action itself and its due date. Add the outcome after each attempt. “Follow up” alone does not tell a colleague what to do.

Separate packet readiness from an accepted handoff

A complete packet can still be waiting for a receiving team. Use an explicit acceptance record so “ready” and “handed off” have different meanings.

What the download adds

The PDF takes you through a real synthetic record in the template: find the missing document, save a follow-up date, add a useful note and verify the result in the queue. It also includes a separate worked case, copyable handoff notes and acceptance checks for your configured app.

The Excel workbook gives you a filled workflow matrix and a document checklist with dropdowns. Its examples distinguish missing documents, received-but-unchecked documents and documented exceptions. You can replace the example rules and use the blank rows for your own training case.

In the demonstrated record, the document checklist shows 2 of 3 required items received, while the queue shows 3 of 4 total items. The total includes an optional item. A received file still needs whatever administrative check your team has agreed to perform.

What we tested

In the existing demo, we saved the follow-up date and a training note on synthetic referral #6, then checked the date, owner and missing-item count in the queue. The PDF shows the actual interface and result. Uploading documents, sending requests and completing the final handoff were not part of this test; the guide includes checks to run in your own configured copy.

The template is an app starting point. Before using real patient information, your organization needs to approve its deployment, storage, access and integrations. The workbook is a standalone worksheet and does not send reminders.

Source: UI Bakery’s Patient Intake & Referral Tracker. Template description and demo checked September 30, 2026. All examples are synthetic.