What Referral Partners Should Include When Making a Referral

A referral should answer a focused question

A strong referral helps the receiving practice understand what type of response is being requested. Is the person seeking routine outpatient counseling, family support, recovery coaching, medication evaluation, care after a program, or help identifying an appropriate level of care? A clear purpose is more useful than a long narrative.

Before referring, verify that the practice serves the relevant age group, location, and general service need. Current availability, insurance participation, virtual-care eligibility, provider alignment, and clinical appropriateness still require confirmation. A website listing should not be treated as a guarantee of acceptance.

Include practical information needed for follow-up

Provide accurate basic information through the receiving organization’s approved process. The client should understand what is being shared and what they may need to do next. If the referral is only a recommendation and not a direct handoff, say so clearly.

• Client name, age or date of birth when appropriate, preferred contact information, and best times or methods for contact.
• The requested service and a short description of current functional concerns or referral goals.
• Relevant location and whether in-person or virtual service is being requested.
• Insurance or payment information when the client has authorized it and the receiving process requests it.
• Referrer name, role, organization, contact information, and what follow-up is requested.

Address consent, privacy, and records explicitly

Use your organization’s legal, ethical, and privacy requirements. Confirm what authorization or release is needed before disclosing protected or sensitive information. Share information for a defined care-coordination purpose and use the secure channel identified by the receiving organization.

Do not place detailed trauma history, diagnoses, medication lists, substance-use history, legal information, or safety plans in an ordinary website contact form or unsecured email. When records are appropriate, coordinate the correct release and transmission process. This resource is general operational education, not legal advice.

Communicate urgency without using routine referrals for crises

State whether the request is routine, time-sensitive, or connected to a recent transition. Describe current functional impact in concise, observable terms. If there are known accommodations or communication needs, include them with consent when they are relevant to access.

A routine referral inbox is not crisis coverage. If someone is in immediate danger, experiencing a suspected overdose or medical emergency, unable to stay safe, or otherwise needs immediate intervention, use appropriate emergency or crisis pathways and follow your organization’s policy. Do not rely on a future callback.

Close the loop without assuming acceptance

Tell the client what happens next: who will call whom, the expected timeframe if known, what number the call may come from, and what to do if no connection occurs. Encourage the client to verify insurance and bring relevant questions. A warm handoff can include a supported call when authorized and practical.

The referrer should document the referral according to policy and clarify whether ongoing responsibility remains with the current team during the transition. The receiving practice should not be described as having accepted care until it has completed its own intake process.