A friendly guide to making sure your orders go where they should, when they should — without turning our patients into part-time project managers.

📚 Resources Needed

  • Besa EHR (for most orders)
  • MDToolbox (for pharmacy backup)
  • LabCorp Portal (for lab orders)
  • Phone/email/fax (for advanced imaging or referral coordination)


     

🚀 Quick Tips

  • The less the patient has to do, the better we did our job.
     
  • If it can be ordered through EHR, do it there. If not, we go outside the system like rebels with a cause.
     
  • Always make sure the patient knows when and where their service is happening. You should always look at the notes to see the preferred day and time for the Patient to do something. 
     
  • If something can’t be fulfilled — like a pharmacy or imaging delay — make sure someone follows up fast.
     
  • Follow ups should be done weekly no matter what!

     

📘 How to Submit Orders (Without Losing Your Mind)


🔹 Step 1: Determine What Type of Order It Is

You're about to submit an order. Pause for a sec — is it a prescription? Imaging? Lab? Referral?
Each one has its own process. You’ve got this.

 

💊 Prescriptions (Rx)

Primary: Rose Pharmacy

  • Send orders through our EHR. Select Rose as the supplier in the order form. 
     
  • They’re just a block away.
     
  • If the patient is at the clinic → hand-delivered by Rose!
     
  • If not → Rose delivers or mails.
     
  • If Rose can’t fill it → They’ll call the patient and transfer to a nearby pharmacy.

     

Backup Plan:

  • Use MDToolbox to send it to the closest pharmacy based on patient location.

     

✅ What to do:

  • Enter Rx in the EHR.
     
  • Make sure the patient knows how they’re getting it.
     
  • If using MDToolbox, document which pharmacy you sent it to.


     

🖼 Imaging

Primary: Synergy Imaging

  • Send orders through our EHR. Select Synergy as the supplier in the order form. 
     
  • Mobile X-ray + ultrasound.
     
  • Can go to the patient’s home or meet them at our clinic.
     
  • Will be regularly posted at our clinic when we’re open — flex as needed.

     

Backup Plan: United Medical Imaging

  • Use in case there is a delay or problem with Synergy. Also call for advanced stuff like MRI/CT.
     
  • All their information can be found in the United Medical Imaging folder. Be sure to fill out and send the referral form. 
     
  • You can submit an appointment request on behalf of the Patient. If not, they’ll call the patient directly to schedule.

     

✅ What to do:

  • Place the imaging order in the EHR (for Synergy).
     
  • Ask the patient their preferred day/time/location.
     
  • For United: Go outside the EHR → fax/portal → let patient know they’ll be contacted.

     

🧪 Lab Orders

We use LabCorp.

  • If patient is remote:
    → Place order in LabCorp portal
    → Send patient to the nearest LabCorp

     
  • If patient is in-clinic:
    → Collect the sample
    → Log it and schedule a pickup

     

✅ What to do:

  • Go to LabCorp’s portal and submit the order. Here is a folder with all the LapCorp resources. 
     
  • All these details should have already been inputted into the EHR.
     
  • If collected in-clinic, make sure the pickup is arranged.

     

🔄 Referrals

We don’t send referrals blind.
You need to coordinate with Admin to figure out which provider is best for the patient based on:

  • Specialty
     
  • Insurance
     
  • Location

     

✅ What to do:

  • Slack/text/email Admin: “Hey, I need a referral for [specialty]. Patient is [Patient ID Number].”
     
  • Once Admin gives you the green light, move forward with the referral and update the chart.

     

📎 Final Checklist Before You’re Done

  • Did you send the order via the right method (EHR, portal, MDToolbox)?
  • Did you confirm day/time/location with the patient when needed?
  • Did everything get documented clearly in the EHR?
  • Did you follow up if the vendor didn’t confirm receipt in 24 hours?
     

💬 Pro Tip

If a vendor ghosts you or can’t fulfill — escalate! Don’t wait. Let Clinic Manager or Admin know. Vendors are our partners, but the patient comes first.