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Decision Support:
Establish Linkages with Key Specialists to Ensure that Primary Care Providers Have Access to Expert Support
  1. Establish a reliable process for clinicians to access HIV expertise and guidance.
  2. Find specialists who will treat your patients and support your improvement efforts. (Obtain agreement with specialists to provide data back to the primary care site.)
  3. Review guidelines with specialists to get their input and buy-in. Ensure use of common treatment guidelines across providers.
  4. Work with specialists to define appropriate patients for referral, based on the guidelines.
  5. Establish a process for specialty referral and consultation for co-morbid conditions.
  6. Work with specialists to clarify the approach to follow-up (i.e., the process for getting information to the primary care provider after the specialist sees the patient).
  7. Develop a mechanism to track and enhance the referral process:
    • Referral made
    • Specialist sees patient
    • Specialist’s letter received by primary care provider
    • Patient returns to primary care provider with specialist’s contact information and feedback readily available
  8. Consider joint visits with specialists or direct phone consultation and other innovative primary care/specialist relationships.

Tips
  • Seek out institutions with a similar public health mission or teaching institutions to identify specialists to work with. Teaching hospitals may agree to have residents or fellows rotate through your clinic, who then can help with links to the hospital for needed procedures.
  • Ask specialists to be part of the team.
  • Include specialists in the guideline development process.
  • Consider bringing specialists to the clinic at regularly timed intervals to facilitate relationship-building.
  • Don’t forget to include experts to provide dental services.
  • Streamline the communication process (e.g., fax-back forms, email, telephone conferences, telemedicine sites). The easier it is, the more likely it will happen.
  • Have senior leadership clearly communicate to both primary care and specialty providers that follow-up is expected.
  • Identify barriers to a streamlined referral process.
  • Give the patient a referral form that includes a fax-back number to take to the appointment.
  • Designate a specific person to do the tracking and develop a standardized process to track referrals and information from the specialist.
  • Use a referral notebook, or if possible, use the registry to track this information.
  • Audit five to six patients periodically to see if the process is working. Be sure to include sociocultural issues in the audit process.
  • Monitor the ability to refer patients for appropriate and timely care.
  • Keep a tally of the number of ER visits for problems that could have been referred to a specialist.



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