Case Coordination & Report Delivery
Referrals, schedules, preparation instructions and reports, often across several offices. This is how coordination works now, and what the planned portal is meant to add.
Who this is for: Written for front-desk leads, practice managers and referring clinicians at partner practices.
Key takeaways
- Partner practices have one coordination point of contact for scheduling and referrals.
- Referral status moves through clear stages: received, scheduled, tested, in physician review, report delivered.
- Reports typically return within 48 hours, or typically 7 to 10 days when labs are involved.
- Portal features described here are planned and will be confirmed before launch.
- Attorneys and other third parties do not have portal access. Records move through authorized releases.
One point of contact
Each partner practice works with a coordinator who schedules testing days, takes referral intake and answers front-desk questions. For anything urgent, call 813-709-3771. Scheduling and referrals can always be handled by phone.
Status should show real progress, not promised dates.
Where a referral stands
Every referral moves through the same stages: received, scheduled, tested, in physician review and report delivered. Knowing the stage lets your staff answer patient questions without guessing. Physician-reviewed diagnostic reports typically return within 48 hours, or typically 7 to 10 days with labs.
The planned coordination portal
The case coordination portal is meant to keep referrals, schedules and reports in one secure place for authorized partner staff. Intended features include submitting referrals with symptom documentation, seeing upcoming testing days and receiving reports. Details will be confirmed before launch, and our team will train your staff during onboarding.
Related in this series: What Paperwork Is Needed to Refer a Patient for TBI Testing, How a Mobile Testing Day Works at Your Practice and Physician-Reviewed Diagnostic Reports. For the full overview, start with our guide, Attorney Guide to TBI Documentation.
Specialty coordination
When a treating provider asks for help arranging a specialty evaluation, coordinators handle the logistics and track the request. Treatment decisions stay with the provider.
For patient emergencies, a portal is never the right place.
Access and privacy
Access is limited to authorized users at partner practices, with role-based permissions and an individual login for each person. Accounts are removed when staff leave. A neurologist interprets results, and patients hear about them from their treating provider, who receives a copy; attorneys request records through authorized channels.
Good habits for staff
Log out on shared computers. Never share passwords. Double-check patient identifiers before uploading a document, and report anything that looks wrong right away.
Not a channel for emergencies
A patient with a worsening headache, repeated vomiting, a seizure, weakness or confusion needs the ER or 911, not a message to the coordination team.
Frequently asked questions
Who at our practice should have access?
Typically front-desk leads, practice managers and referring clinicians, each with their own login.
Can patients or attorneys log in?
No. Patients get results from their treating provider once the neurologist's interpretation is copied to them, and attorneys request records through authorized channels.
What if the portal is down?
Call us. Scheduling and referrals can always be handled by phone.
We diagnose. You treat.
Fully mobile across Florida: we test at the patient's home, at any of 40+ service locations across Florida, or at your office. Mobile, physician-reviewed concussion and TBI diagnostics for Florida providers and their accident patients. Reports go to a neurologist ahead of the neuro evaluation; the referring provider then receives a copy for advanced imaging and treatment recommendations.
Book a 15-minute callRefer a patientOr call 813-709-3771
Sources
- CDC: Symptoms of mild TBI and concussion, including danger signs
- Seabury SA et al. Follow-up care after ED presentation for mild TBI and concussion: results from the TRACK-TBI study. JAMA Netw Open. 2018 (NIH PubMed)
- TRACK-TBI (Transforming Research and Clinical Knowledge in TBI), UCSF
This article is educational and is not medical or legal advice. If this is a medical emergency, call 911.