How to Track Referral Sources?

Tracking referral sources in TheraSaaS helps you manage and nurture relationships with your top referrers. Here’s a step-by-step guide to setting it up:

1. Create a Referral Source Tag

1. Go to Tags:

   • Navigate to Settings > Tags.

   • Check if a “Referral Source” tag exists by typing “Referral” into the search field.

2. Add the Tag (if it doesn’t exist):

   • If no such tag is found, create a new one.

   • Name it Referral Source to indicate contacts who refer clients to your practice.

2. Set Up a Custom Field for Tracking Referral Counts

1. Create a Custom Field:

   • Go to Settings > Custom Fields.

   • Click Add Field and select Number as the field type.

   • Name it Referral Count to track the number of client referrals each contact provides.

2. Assign and Group the Field:

   • Assign this field to the Contact object.

   • For easier access, place it under a group like Additional Info.

3. Build a Smart List to Track Referral Sources

1. Create the Smart List:

   • Go to Smart Lists in TheraSaaS.

   • Click Add Column and select How Did You Hear About Us (a field in your intake form for new leads).

   • Filter the list to show only entries where this field is not empty.

2. Save the Smart List:

   • Name the list Referral Sources and click Save to easily access the list in the future.

4. Track and Update Referral Counts for Each Contact

1. Update Referral Counts:

   • For each referral, open the contact’s profile.

   • Scroll to Referral Count and update the number accordingly.

2. Tag as a Referral Source:

   • Add the Referral Source tag to each contact who refers clients to help differentiate them from other contacts.

5. Create a Smart List for High-Performing Referral Sources

1. Set Up Filters:

   • In your Referral Sources Smart List, add a filter for Tag: select “Referral Source.”

   • Add another filter to show contacts with Referral Count > 5.

2. Save the Smart List:

   • Name it Referral 5+ and click Save to quickly view top referral sources.

6. Associate Referral Sources with Companies (Optional)

1. Set Up Companies:

   • Go to Companies in TheraSaaS and create companies representing organizations that refer clients to you, like hospitals or group practices. 

2. Link Contacts to Companies:

   • In each referral contact’s profile, click Company and select the relevant organization.

   • This helps track multiple referrers from the same organization.

Summary

Using these steps, you can set up a system in TheraSaaS to track, manage, and engage your top referral sources, improving your client intake pipeline and nurturing key relationships.