Help Center
Guides for sending, receiving, and tracking referrals with Syncroly.
Browse categories
Getting started
- What Syncroly does and who it's forA referral in Syncroly is a secure link both practices can open, track, and act on. Here is how the pieces fit before you send or receive your first one.
- Create your account and set up your practiceSigning up takes an email address and a few minutes: create a login, enter the code Syncroly emails you, then set up your practice in four steps. Here is each screen, in order, and what each answer decides.
- Signing in, and what to do when you can'tSign in with the email address and password you created your account with. When it fails, the reason is one of three: the password is wrong, the email address was never verified, or your access to the practice was removed. Here is how to tell which, and what fixes each.
- Find your way aroundEverything in Syncroly is reached from one left sidebar on a desktop, or one menu button on a phone. Here is what each entry opens, what the Overview page is telling you, and where your account, settings, and help live.
- Add your team and choose rolesA role decides what somebody at your practice can see and change. Here is what each of the four roles does, how seats work, and how to invite, re-role, or remove a colleague.
- Set up and use Front deskFront desk is one sign-in for everyone who works your front desk. Each person signs referral actions with their own four-digit PIN, so your team can see who did what.
- Set up your practice profileThe details you enter for your practice are what patients and other practices see on a referral: your name, phone, website, address, and logo. Here is where each one is set, and where your own name and credentials come from.
Sending referrals
- Send your first referralA referral answers three questions: who it is for, who it goes to, and why. Here is the whole path through the `New Referral` form, what each block wants from you, and what Syncroly does the moment you send.
- Direct vs Choice, and which to useEvery referral is one of two types, and the type decides who gives consent, how many practices can receive it, and how soon anyone sees the details. Here is what each one does and how to choose.
- Add recipients, including providers not yet on SyncrolyThe recipient picker on the referral form searches the practices on Syncroly that offer your specialty, keeps shortcuts for the ones you use most, and takes a name and an email address for anyone it cannot find. Here is how each path works.
- Tooth charts, pet details, and risk factorsPart of the referral form belongs to your category: a tooth chart for dental, animal details for veterinary, a risk question for mental health. All of it arrives with the referral. Here is what each one collects.
- Track a referral and what "Stale" meansA sent referral reports its own progress: Sent, Viewed, In Progress, Booked. Stale is the platform telling you it has stopped moving, and it names why. Here is how to read each state and what actually gets a stalled referral going again.
- Fix or cancel a referral after sendingA sent referral can be corrected without cancelling, re-sending, or duplicating it, and everyone who already has it is told what changed. What a referral cannot be is taken back. Here is what Update details fixes, what happens to the patient link, what to do about the mistakes it cannot fix, and how to download or print a referral as a PDF.
- Shared draftsA referral you cannot finish in one sitting can be saved and picked up later, by you or by a colleague: the front desk starts it with the patient on the phone, the practitioner finishes the clinical half. Here is how saving, sharing, and the 30-day clock work.
- Send a referral for clinician reviewSome practices want a clinician to be the one who sends. Where that is switched on, everybody else prepares the referral and hands it to the clinician, who checks it and sends it in their own name. Here is the handoff from both sides, and how an owner sets it up.
Receiving referrals
- You received a referral, what to doA practice referred a patient to you and Syncroly sent you a secure link. This guide walks from that email to the referral in your inbox, for providers who already have a Syncroly account.
- Why you can't see the patient's details yetSyncroly shows a receiving practice the patient only after consent is recorded. Here is what you can see at each stage, what changes when the patient consents, and why details are withheld again when the booking goes to another practice.
- Your received inbox, and finding a referral you can't seeThe received inbox describes each referral from your practice's side and sorts it by what it needs next. Here is how to read the list, filter it, and track down a referral you were told to expect.
- Assign a referral to a providerAssigning hands a received referral to one provider at your practice, so the rest of the team can see whose desk it is on. Here is who can assign, what the assignee sees, and when Syncroly assigns for you.
- Inbox visibility: who on your team sees whatTwo settings decide who sees which referrals: one your practice sets for its practitioners, and one anybody with practice-wide access chooses for their own workspace. Here is what each one changes, who keeps the whole inbox, and what to check when a colleague can see a referral you cannot.
Messaging and files
- Referral conversations vs direct messages, and what belongs in eachSyncroly has two kinds of conversation, and they follow different privacy rules. A referral conversation is attached to one referral and carries its patient context. A direct message carries none, and the product asks you to keep protected health information out of it.
- Send and receive attachmentsAttach files while creating a referral, add them later from its Files card, or send them in a conversation. Learn where files appear, the limits, and how to remove or open them.
Growing referrals in
- Get referred by any officeYour practice's link lets offices that are not on Syncroly refer patients to you. This is where you turn it on and share it, and what to check when it will not turn on.
- Put your form on your websiteYou can put your form on a page of your own website, so a referring practice never leaves your site. This guide covers allowing your domains, copying the code, and opening the instructions written for your practice.
- Add your link to your email signatureYou can put your link in your email signature, and on a QR code for print. This guide covers editing the wording, copying it in, and opening the setup steps written for your practice.
- Invite providers you refer toYou can invite the practices you refer to and receive from onto Syncroly, so your referrals and messages with them run in one place. Invites go out from the Invitations hub, or automatically when you refer to a practice that is not on Syncroly yet.
- ShortlistsA shortlist is your set of preferred providers for a specialty. Load it into a new referral in one press instead of searching for each recipient.
Your account
- Plans, billing, and what Pro unlocksSyncroly has three plans. Free sends and receives referrals without limits for one person, Pro Solo adds the practice-level tools, and Pro Teams adds your team.
- You were invited to join a practiceA colleague added you to their practice on Syncroly, and the invitation email is your way in. This guide covers accepting it, the setup form, and what to do when the link no longer works.
- Notification preferencesSyncroly emails you when referrals move, and you decide which of those updates you want. This guide covers where the toggles live, what each one covers, and which mail has no toggle.
- Send referral alerts to a practice emailA practice email is a shared inbox for referral alerts with Pro Solo or Pro Teams, including during an active trial or complimentary access. Practices using Front desk already have a practice email.
- Audit log and data exportThe Activity Log is the practice-wide record of who did what in Syncroly. This guide covers reading it, narrowing it with filters, and exporting it.
- See who you refer to and who refers to youThe Relationships page shows which practices refer to you and which you refer to: how many referrals, how many were booked, and which practices have gone quiet.