Frequently Asked Questions for Referring Offices

This guide is for offices using the Intiveo Referral Portal

Is this portal secure?

Every part of Intiveo’s app is designed to be compliant with HIPAA and PEPIDA, so you can rest assured that your patients' data is transmitted and stored securely in compliance with US and Canadian law. We know your patients are the most important part of your practice, so we don’t take chances with their personal information, especially when you’re sending it to another practice.

Do I need to create a user to send referrals?

Yes, in order to provide you status updates on your referrals and to make the submission process extra secure, we require all senders to create a user. It’s easy, and it only takes two minutes to configure your account and start sending referrals.

Why do I need to enter my office phone number?

We require this to help prevent duplicate users for the same office. Because different staff members may have different email addresses, we need a secondary piece of office info to double check for other users at the same office.

How do I send referrals via Intiveo?

1. Log in to the referral portal. If you don’t have a user, we’ll help you create one as part of the login process.

2. Click to add a new referral.

3. Complete the referral form.

4. Attach any files you’d like to transfer to the receiving office.

5. Click submit, and you’re done.

Once you’re done, you can start another referral or check the status of an existing referral to view updates or download a PDF of the referral slip.

How do I check on the status of a referral I already sent?

Simply log in to the receiving office’s referral portal and click to view your existing referrals. By clicking on a specific patient’s name, you can see more details, including any notes shared with you by the receiving office as well as a status bar at the top that lets you know at a glance whether the receiving office has been in touch, booked an appointment, or completed the patient’s treatment.

What files can I transfer via this tool?

• You can transfer all common image formats (BMP, GIF, JPEG, JPG, PNG, TIF, and TIFF) as well as PDF files.

• Each file can be up to 50MB in size

• You can have up to 10 files associated with each of your referrals at any given time.

• In future, Intiveo may add support for additional file formats to make file transfer even simpler.

Can I edit or submit new files for a referral after it’s created?

It is not currently possible for senders to edit a referral once it’s submitted, but you are able to delete files uploaded to the referral or to upload additional files as needed, within the system’s restrictions on file size, quantity, and type.

What does it cost to send referrals?

Sending referrals is free and always will be. The receiving office pays the cost of the referral portal, not you.

Can I refer to more than one office via Intiveo?

You can refer to as many offices who use Intiveo’s referral system as you like. To add a new sender, simply visit the new receiving office’s referral portal and sign in. That office will be added to your list of eligible recipients when you send a new referral. All of the existing referrals for your various offices can be viewed on the same page.

Who can see the referral information once I submit it?

The receiving office and any internal staff they’ve authorized to access their referral system will be able to see your referral once you submit it to the receiving office. No one else has access to your patient’s personal information.

How do the tooth notation options work?

Each referral form includes an optional odontogram so you can identify specific teeth that require treatment and avoid miscommunication. The tooth labels are customizable, so you can pick Universal Numbering System, FDI Notation, or Palmer Notation—whichever one feels the most natural to you. The receiving office will see the corresponding tooth chart with their preferred labels, converted automatically. Any tooth numbers you mention in the case notes are not automatically converted, so be sure to select the relevant teeth in the tooth chart (if necessary) to prevent treatment errors. Your preferred notation system will also be used when generating the PDF version of your referral if you choose to download one.