Close-the-loop referral reporting is a monthly packet a practice administrator can check against intake: which offices were contacted, which responded, which patients named a referring provider, and whether those offices received acknowledgment. It is not a hospital leakage dashboard and it is not a promised return multiple. Catalyze Care’s published referral fee is $5,000/month with a 3-month minimum. Read the referral marketing playbook, how the referral marketing engagement runs, and the earlier guide referral analytics: closing the loop.
In one sentenceMeasure offices contacted, responses, and booked inquiries your front desk can confirm, then close the loop with those offices. Reports show outreach and booked-inquiry fields from your intake.
What to measure every month
The practice still owns the EHR or CRM field that makes attribution real. Marketing can count outreach. Only intake can count a booked inquiry that names a referring office.
| Field | Who can check it | What it is not |
|---|---|---|
| Offices contacted / delivered | Agency log + your suppression list | A promised patient count |
| Responses (reply, fax back, call) | Shared inbox or call notes | A conversion rate guarantee |
| New vs fading referrers | Your referring-provider field, trailing months | An outreach and booked-inquiry reporting % |
| Booked inquiries naming a referrer | Front desk / schedule / EHR | Platform ROAS |
| Close-the-loop notes sent | Consult note or thank-you log | A clinical outcome claim |
If a slide cannot be checked against one of those systems, remove it. Process: how Catalyze Care works.
The intake field that makes the rest possible
Require a specific referring provider or office, not “internet” or “doctor.” Offer “self-referred” and a marketing source (Google, Meta, directory) as the alternatives. Free text dies in a month. Train intake to ask. Reconcile monthly against faxed referrals when you have them.
Care coordination is a clinical concept, not a marketing KPI. CMS and AHRQ describe coordination as communication across settings. That is useful language when you explain to a referring office why a consult note matters. Use it to explain why a consult note matters to the referring office.
Source: CMS, Care Coordination. Source: AHRQ, Care Coordination.
What month two should look like
Month one is usually the scored list and the first multi-channel wave (fax, email, phone, LinkedIn, direct mail). Patients in week two are not promised. Referral marketing has a published 3-month minimum because a single month is not a test.
By month two you should see:
- A second wave against the same list, plus suppressions for offices that asked to stop.
- The same activity fields as month one, now with a short trend (not a guaranteed lift).
- Booked-inquiry rows your administrator can open in the schedule.
- Close-the-loop notes for offices that actually sent someone.
First-quarter shape, labeled as planning ranges only: the first 90 days of a referral campaign. Nurture after the first send: the six-touch nurture cadence.
What a referral report should leave out
- Any number you cannot check against your own intake.
- No unnamed ROI multiple.
- No hospital-system “keepage” dashboard. That is a different product than outreach to referring offices.
- No diagnosis-level patient files. Kickoff needs who you take, not charts.
HIPAA limits how protected health information can be used for marketing. HHS requires written authorization for most marketing uses of PHI. A referral report should name offices and booked-inquiry counts, not clinical detail.
Source: HHS, HIPAA and marketing.
Where this sits in the Catalyze stack
Flagship referral marketing is $5,000/month (3-month minimum) on claims-backed patterns (48 million+ relationships, 120+ specialties). The report is activity plus your intake fields. Service: referral marketing. Overview: healthcare referral marketing. Playbook: what is healthcare referral marketing. Data-model companion: referral analytics: closing the loop.
FAQ
What should a monthly referral report include?
Offices contacted and delivered, responses, new and fading referrers, referred patients the front desk can confirm, and close-the-loop notes back to those offices. If a number cannot be checked against intake, it does not belong on the slide.
Do you publish a leakage percentage?
No. Reports show outreach and booked-inquiry fields from your intake. Measure your own referring-provider field and booked inquiries.
What does Catalyze Care charge for referral marketing?
Published fee is $5,000 per month with a 3-month minimum. Scope and intake are on referral marketing.
What does reporting look like in month two?
Month one is usually the list and first wave. Month two should show a second wave plus the same intake fields: who was contacted, who responded, and which booked inquiries name a referring office. Patients in week two are not promised.