Referral Workflow Templates
Professional, ready-to-use communication scripts designed to help canine rehab clinics maintain consistent, high-quality touchpoints with referring veterinarians and surgeons.
How to Use These Templates
These templates represent the four core communication touchpoints of a healthy referral relationship. Copy them into your email client, EMR, or clinic management software, and customize the bracketed fields for each patient.
Keep communication concise—vets are busy.
Focus on objective progress and clinical goals.
1. Initial Referral Acknowledgment (Thank You)
Send this within 24-48 hours of receiving a new patient referral to confirm receipt and build initial trust.
Dear Dr. [Last Name], Thank you for referring [Patient Name] to [Your Clinic Name] for rehabilitation. We have received your referral notes and have scheduled their initial evaluation for [Date]. We will send you a brief update outlining our initial findings and the proposed rehabilitation plan shortly after their first visit. Please let us know if there are any specific precautions or focus areas you would like us to prioritize during their care. Best regards, [Your Name/Title] [Your Clinic Name] [Contact Information]
2. Post-Evaluation Progress Update
Send this after the initial evaluation to align on the treatment plan and keep the referring vet informed.
Dear Dr. [Last Name], I am writing to provide an update on [Patient Name], whom you kindly referred to us for [Condition/Surgery]. We completed their initial rehabilitation evaluation on [Date]. Current Findings: - [Brief observation 1, e.g., Weight-bearing status] - [Brief observation 2, e.g., Range of motion limits] - [Brief observation 3, e.g., Pain presentation] Treatment Plan: We are initiating a [Duration]-week rehabilitation program focusing on [Primary Goal 1] and [Primary Goal 2]. Their sessions will include [Modalities, e.g., hydrotherapy, laser therapy, therapeutic exercise]. We will provide another progress update in [Number] weeks. Please let us know if you have any questions or additional recommendations for their care. Best regards, [Your Name/Title] [Your Clinic Name]
3. Mid-Treatment Progress Check-In
Send this 4-6 weeks into treatment to demonstrate progress and maintain visibility.
Dear Dr. [Last Name], I wanted to share a quick progress update regarding [Patient Name]'s rehabilitation for [Condition]. Since beginning therapy on [Date], they have shown excellent progress, particularly in [Specific Improvement, e.g., increased weight-bearing on the affected limb / improved core stability]. We are currently focusing on [Current Goal, e.g., building muscle mass / advanced proprioception exercises] and plan to continue therapy for another [Number] weeks before transitioning to a home maintenance program. Thank you again for entrusting us with [Patient Name]'s rehabilitation care. Best regards, [Your Name/Title] [Your Clinic Name]
4. Discharge & Long-Term Maintenance Summary
Send this when the patient completes their active rehab program to close the loop professionally.
Dear Dr. [Last Name], I am pleased to report that [Patient Name] has successfully completed their active rehabilitation program for [Condition] with us. At the time of discharge on [Date], [Patient Name] demonstrated [Key Outcome 1, e.g., full weight-bearing at a trot] and [Key Outcome 2, e.g., resolved compensatory muscle tension]. We have provided the owners with a long-term home exercise and mobility maintenance plan to support their continued comfort and joint health. We have advised them to follow up with you for their routine care and any future orthopedic monitoring. Thank you for your collaborative care and for referring [Patient Name] to our team. Best regards, [Your Name/Title] [Your Clinic Name]
