A clean, one-page clinic snapshot makes you easy to work with. It tells partners exactly how to send patients, what you can do, and how fast you’ll respond. If you don’t have one (or yours is older than a year), you’re leaving referrals on the table.
Why you need it
For one thing, your referral partners have staff turnover. New schedulers and coordinators tend to default to the practices with the clearest, simplest instructions. Here’s a quick and easy phone script to check in:
“Hi, this is [name] from [practice]. Quick contact check — who is your current scheduler for OD referrals? What’s their email/fax? Any backup contact? Thanks! I’ll email our one-pager now.”
Your practice changes, too. New equipment? What about new services? If you’ve added OCTA, VF, or Spanish interpretation, it needs to be on your one-pager.
Payer and prior-auth rules aren’t static either. A document riddled with outdated contacts wastes time (and burns your credibility). Make sure people have your current info.
If your access and communication SLAs (service level agreements) are explicit — “Day-1 notes by noon,” for example — it inspires trust. Don’t overpromise/underdeliver on the SLAs, of course, or it’ll backfire.
Update your one-pager annually or whenever you:
- Add or remove providers or locations
- Change hours, services, or payers
- Acquire new diagnostic tech
- Adjust co-management protocols
Pro tip: Ask surgeons and groups to include your one-pager in their new-hire onboarding.
Putting your one-pager to work
Send the updated PDF to your co-management and referral partners:
- Surgeon groups
- Retina, glaucoma, cornea, and oculoplastics practices
- ASCs
- Primary care, pediatricians, and endocrinology (for diabetic patients)
- Pediatricians
- Rheumatology (if your clinic monitors systemic-related ocular issues)
- Neurology (IIH, optic neuritis)
- Urgent care and ED partners
Add a two-line cover note:
Here’s our updated one-pager with access, imaging capacity, and SLAs. Please drop this in your new-hire packet for schedulers. We’ll re-send each year or if anything changes.
Print several copies for your front desk and referral coordinator.
Must-track metrics if you adopt this
Here are some key performance goals you might want to measure monthly. A simple sheet is fine, or you can track referral turnaround time electronically if your EHR supports it.
- Deliver post-op Day-1 notes by noon (target ≥ 95%).
- Ensure referral packets are complete the first time (≥ 90%).
- Maintain quick turnaround for red-flag calls (≤ 10 minutes).
- Collect quarterly feedback from your referral partners.
Sample template
[Insert your logo]
Version: YYYY.MM.DD
[Practice Name] Clinic Snapshot — Co-Management Overview
LOCATIONS & HOURS
- Address(es): [ ]
- Hours: [ ]
- After-hours protocol: [ ]
ACCESS
- Next-available medical eye visit: [ ] – [ ] days
- Urgent same-day slots: [ ]/day (held until [ ])
- New-patient imaging capacity (OCT/VF): [ ]/day
CAPABILITIES
- Diagnostics: [ ] (e.g., OCT, VF, topography, IOP (GAT/iCare), fundus photos, pachy)
- Procedures/Clinics: [ ] (e.g., dry eye, myopia management, specialty contact lenses, low vision)
- Languages: [ ] (days/hours)
CO-MANAGEMENT SLAs
- Same-day secure messaging for new referrals
- Post-op Day-1 note by 12 PM; week-1/month-1 within 24 hours
- Escalate immediately for: [ ] (IOP > 30, ≥ 2-line VA drop, endophthalmitis concern, etc.)
CONTACTS
- Referral coordinator: [ Name | Direct ]
- Secure Direct: [ Address ]
- OD lead (for MDs): [ Name | Cell ]
- Imaging/Tech desk: [ Ext ]
- Fax (encrypted): [ ###-###-#### ]
PREFERRED PARTNERS
- Retina: [ ]
- Cataract: [ ]
- Oculoplastics: [ ]
ADMIN
- We handle PA on request.
- Send your drop protocols; we embed them in handouts.
- Networks (top plans): [ A ], [ B ], [ C ] (attach full list if needed)
HOW TO REFER (choose one)
- Secure Direct: [ Address ]
- EHR-to-EHR: [ Vendor ]
- Encrypted Fax: [ # ] (call for urgent)
ATTACH (in order)
- Referral cover
- Last note
- Imaging (OCT/VF/photos)
- Med list
- Insurance card
