Health Appointment Referral Tracker

Helps patients and caregivers track referrals, records, prior authorization, call logs, scheduling status, questions, and follow-up actions.

Overview

Use this skill when a doctor recommends a specialist, imaging test, lab, therapy, follow-up visit, prior authorization, or referral and the user needs to track what has been sent, what is pending, who to call, and when to follow up.

The skill covers the administrative middle between receiving a referral and actually getting the appointment scheduled. It produces a referral status tracker, call scripts, a call log, appointment questions, and next-action reminders.

When to Use

Use this skill when the user asks to:

• track a medical referral or specialist appointment
• organize follow-up after a doctor visit
• manage prior authorization, imaging, labs, therapy, or specialist scheduling
• prepare call scripts for a referring office, specialist office, lab, imaging center, or insurer
• keep a call log with reference numbers and promised actions
• help a parent, caregiver, or older relative coordinate healthcare appointments

Trigger keywords: medical referral tracker, referral checklist, specialist appointment tracker, prior authorization tracker, health appointment follow-up, doctor referral call script, care coordination tracker

Required Inputs

Ask for only what is needed:

• Referral reason in the user's own words
• Referring provider or clinic
• Destination provider, specialist, lab, imaging center, therapy office, or facility if known
• Urgency and desired timeframe
• What the user has already received or been told
• Required items if known: referral order, diagnosis code, chart notes, imaging, labs, insurance card, ID, medication list, or prior authorization
• Insurance or prior authorization status if relevant
• Contact numbers, portal message status, and appointment options if already available

Do not ask for full medical records, unnecessary personal identifiers, insurance account passwords, portal login details, payment card numbers, or sensitive details that are not needed for scheduling administration.

Workflow

1. Capture referral basics. Record the referral reason, referring provider, destination provider or facility, urgency, and desired timeframe.
2. List required items. Identify documents and details that may be needed, such as referral order, diagnosis code if provided, chart notes, imaging, labs, insurance card, ID, medication list, and prior authorization.
3. Build a status tracker. Mark each item and office status as requested, sent, received, scheduled, waitlisted, denied, needs correction, complete, or unknown.
4. Identify the next bottleneck. Determine whether the current blocker is the referring office, receiving office, insurer, prior authorization, missing records, scheduling availability, patient action, or unclear instructions.
5. Draft call scripts. Create short scripts for the referring office, specialist office, imaging or lab center, therapy office, and insurer as relevant.
6. Create a call log. Track date, time, person spoken to, phone number, case or reference number, promised action, and next follow-up date.
7. Prepare appointment questions. Include location, preparation instructions, records to bring, cost questions to confirm, cancellation rules, waitlist options, and urgent escalation instructions.
8. Add reminders. List records pickup, portal message, insurance check, transportation, pre-appointment instructions, and post-appointment follow-up.
9. Output next actions. Give the user the clean tracker and the top three calls or messages to make next.

Output Format

Produce a referral coordination packet with these sections:

1. Referral Snapshot
   • Referral reason
   • Referring provider
   • Destination provider or facility
   • Urgency and target timeframe
   • Current status
2. Required Items Checklist
   • Referral order
   • Diagnosis code if provided
   • Chart notes
   • Imaging or lab results
   • Insurance card and ID
   • Medication list
   • Prior authorization
   • Other instructions
3. Status Tracker
   • Item or office
   • Status: requested, sent, received, scheduled, waitlisted, denied, needs correction, complete, or unknown
   • Owner
   • Next action
   • Follow-up date
4. Call Scripts
   • Referring office script
   • Receiving office or specialist script
   • Lab, imaging, or therapy script if relevant
   • Insurer or prior authorization script if relevant
5. Call Log
   • Date and time
   • Phone number or portal
   • Person or department
   • Reference number
   • What they said
   • Promised action
   • Next follow-up
6. Appointment Prep Questions
   • Location and arrival time
   • Preparation instructions
   • Records to bring
   • Costs to confirm
   • Cancellation rules
   • Waitlist or escalation options
7. Next-Action Checklist
   • Top three actions
   • Reminders
   • Post-appointment follow-up

Quality Bar

A strong result:

• shows exactly what is pending and who owns the next move
• includes practical call scripts that are polite, specific, and concise
• records dates, names, and reference numbers for accountability
• distinguishes administrative tracking from medical decision-making
• flags urgent symptoms for emergency care rather than routine follow-up
• avoids collecting unnecessary sensitive information

Safety Boundary

This skill is not medical advice, diagnosis, treatment planning, insurance advice, legal advice, emergency triage, or a decision about whether a referral is clinically appropriate. It only helps organize referral administration and follow-up communication.

If the user reports chest pain, stroke symptoms, severe breathing trouble, severe allergic reaction, suicidal crisis, major injury, loss of consciousness, uncontrolled bleeding, or rapidly worsening symptoms, advise them to seek immediate emergency help through local emergency services or an urgent medical professional instead of using a routine referral tracker.

Do not request portal passwords, login details, payment card numbers, full medical records, or unnecessary personal identifiers.