# July 8 - Referral Tracking for Clinic Growth and Marketing Management

This video provides a guide on how to effectively track client referrals and analyze related revenue metrics within the Juvonno system.

**System Updates**

- Recent changes to HR, specifically for Ontario clinics, involve updates to the OCF 18 and 23 forms, which impact the management of MIGs and MVAs

### Technical Update: Ontario OCF Clone Optimization

#### Problem Solved

When cloning old Ontario Claim Forms (OCF-18 and OCF-23) created prior to the June 29th legislative changes (governing MIGs and MVAs), users currently have to manually contact the support team to force an update to the new regulated versions.

#### Core Functionality

An upcoming automation patch from the development team will automatically upgrade and migrate historical OCF formats into the latest legally compliant versions during the duplication/cloning workflow.

#### Technical Implementation / Config

- **Status:** In active development.
- **User Impact:** Fully automated backend logic; eliminates manual support tickets for template version updates.

### Feature Title: Custom Cases and Referral Revenue Tracking

#### Problem Solved

Clinics lacked a streamlined, native way to attribute recurring revenue to dynamic internal and external referral sources over time. Traditional profiles only capture initial intake acquisition data, failing to track source shifts when a returning patient presents with a brand-new clinical case or area of injury.

#### Core Functionality

By repurposing and enabling the core system configuration module historically designated for "Complaints," clinics can transform the module into "Client Cases". This builds a historical timeline of individual injuries per patient, mapping custom data filters (such as Referral Category, Referral Type, and Referral Start Date) to explicit billing and appointment datasets.

#### Technical Implementation / Config

To deploy this tracking methodology, administrators must apply the following baseline configurations:

1. **Enable the Module:** Navigate to **General System Settings > Patients > Medical Profile** and activate **Complaints**.
2. **Relabel System Objects:** To align UX with operational tracking, update the alternate naming convention properties:
    
    
    - *Alternate Complaint Name:* `Client Case`
    - *Plural:* `Cases`
    - *Note:* Modifying this property globally updates system strings, including renaming the default "Patient Complaints" system report to **Patient Cases**.
3. **Configure Custom Fields:** Under the case module properties, add the following discrete custom tracking schema fields:
    
    
    - `Client Type` (Drop-down: New, Returning \[<18 months\], Reactivated \[>18 months\], Internal Referral)
    - `Referral Name` (Text box fallback for missing directory entities)
    - `Referral Start Date` (Date picker to differentiate initial active revenue windows from continuing treatment revenue)
4. **Establish Referral Hierarchy:** Populate backend directories with a two-tiered organization framework under system settings:
    
    
    - **Categories (Buckets):** (e.g., Physicians, Advertising Channels, Internal Providers, Promotions).
    - **Types (Sources):** Child nodes mapping to the parent categories (e.g., Specific doctor names, specific social networks, or specific internal staff IDs).

<p class="callout info">**Caveats &amp; Limitations** <span style="text-decoration: underline;">Appointment Mapping Dependency:</span> Data from newly generated cases will populate as completely blank nodes ($0.00 value metrics) on financial and statistics reports unless the specific Case object is explicitly linked to individual booked appointments.  
  
<span style="text-decoration: underline;">State Maintenance: </span>Case statuses must be manually updated to "Discharged" upon treatment completion. Failing to close cases leaves them active in the UI list, skewing analytics data accuracy.  
  
<span style="text-decoration: underline;">Portal Restrictions:</span> Custom Cases cannot be modified or generated by patients via the online portal interface; management is strictly confined to admin and provider roles during booking or assessment.  
  
<span style="text-decoration: underline;">Export Overhead:</span> Synthesizing these data sets into visual dashboards currently requires a manual workaround via the *Patient Cases* report filtered by a specific date range, requiring manual row cleaning and formatting inside external tools like Excel. Native dashboarding inside the system's Analytics module is currently in product design.  
</p>

<p class="callout success">**Best Practices**  
<span style="text-decoration: underline;">Internal Incentive Schemes:</span> Use the Provider-to-Provider mapping data within Internal Referral tracking to design and calculate accurate operational data for internal staff referral bonus programs.  
  
<span style="text-decoration: underline;">Marketing Budget Audits:</span> Run cross-reference reports monthly against external marketing spend. For instance, if a referral source channel like Google Advertising costs $5,000 but the mapped case revenue totals only $2,000, use the dashboard metrics to scale back parameters.  
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**Keywords:** Juvonno, Referral-Tracking, Custom-Fields, Patient-Cases, OCF-Cloning