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Working Referrals

Central Intake - RICOH
Last updated:31 March 2026

Use the workflow tabs to find the right queue.

Common workflow tabs

For Review tab (MRI/CT)

The CI Hub sends referrals here when automated checks finish and a person needs to confirm or correct something.

From this tab, you may see these queues:

Select a queue/tile to open the worklist.

Sample screen showing the Review Tab Menu
Review Tab Menu

Locked referrals

You may see a lock icon when another user has the referral open.

What you can do

  • Hover over the file name to see the lock message.
  • Open the referral to view it as read only.
  • If your role allows it, select Steal Lock to take over the referral.
Screenshot of a file selection interface showing two files under "Select SP (MRI)" category. One file is locked with a tooltip stating "Locked: Another user is working on this document," and the other is an unlocked image file named "MRI_SRF_Smith.png" with a thumbnail preview.
Locked referral icon

Use Steal Lock only when you must continue work and you cannot reach the user who holds the lock.

Screenshot of a software interface showing a locked record notification with red text and a red-bordered box. The message indicates read-only mode, lock owner email, and lock duration of 20 minutes, with a "Steal Lock" button on the right.
Steal icon button

Batch review (splitting multi referral faxes)

  1. Open Batch review [Batches].
  2. Confirm the system split:
    • The right pages are grouped together.
    • Each referral belongs to the correct patient.
    • No pages are missing or in the wrong referral.
  3. Fix errors by moving pages to the correct referral (drag and drop).
  4. Select Submit Batch.

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Review new referral [New Referral]

Use this queue to confirm that the CI Hub captured the referral correctly.

The CI Hub may highlight fields when it cannot read the fax clearly (for example, poor handwriting or image quality). You must confirm those fields.

  1. Open Review new referral.
  2. Compare the extracted fields to the fax image.
  3. Correct any fields that are wrong or incomplete.
  4. Select Submit to move the referral to the next step (usually Select service provider [Select SP]).

Important: Fields that need verification are not the same as a missing required referral. If the referral is missing required information, reject it (see Reject a referral).

Screenshot of a medical referral form interface showing patient demographics for a patient, including fields for contact information, gender identity, and physical measurements. Red warning icons highlight missing or required contact details, with a sidebar displaying navigation options and a partial Ontario Health card on the right.
New referral tab open

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Reject a referral

Reject a referral when you cannot process it (for example, the referral is incomplete, a confirmed duplicate, or an unsupported request).

Common reject reasons

  • Incomplete referral (missing required information)
  • Duplicate referral (system flagged and staff confirmed)
  • Incorrect or unsupported request

To reject

  1. Open the referral.
  2. Go to Reject.
  3. Select a Reject reason. Add details if needed.
  4. Select Return to send the rejection back to the referring provider by fax.
Screenshot of a medical referral system showing a rejected MRI brain exam request for a patient. The rejection tab highlights a duplicate request received date, with options to return to the referring provider.
Reject referral process, numbered step by step instructions

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Similar referrals (duplicate check)

Use this tab to review potential duplicates flagged by the system.

  1. With the referral open, select Similar referrals.
  2. Open a potential match:
    • Select View Document to open it in a new tab, or
    • Select Compare Document to compare side by side.
  3. Decide whether the referral is a true duplicate.
  4. If it is a duplicate, reject the correct referral using Reject.
    • Usually, keep the referral that has already been processed and reject the newer one.

Tip: Check the document number(s) in the viewer so you reject the right referral.

Screenshot of a medical record summary showing patient information. Two buttons labeled View Document and Compare Document are displayed below the details.
Compare similar referrals for the purpose of not duplicating referrals

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Sync scroll (in Compare Document)

Use this feature to scroll both referrals together while you compare form data.

  1. In the comparison view, select Form Data.
  2. Turn on Sync Scroll Sync Scroll button.

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Linked referrals (split or link)

Use this tab when one fax contains more than one referral scenario, such as:

  • Multiple exams that must go to different sites
  • Referrals you must split into separate work items
  • One “parent” referral that must track several “child” referrals

To split a referral

  1. Open the referral.
  2. Select Linked referrals. Enter a clear Split reason (example: “Split MRI exams to different sites”).
  3. Select Split Referral.

The CI Hub creates a new linked referral and sends it to Review new referral [New Referral] for review and routing.

Screenshot of a medical software interface showing a "Linked Referrals" tab with a text box labeled "Split Reason" containing the entry "Split MRI Exam for Lower body." A blue "Split Referral" button is located below the text box, indicating functionality to split a referral based on the provided reason.
Linked Referrals tab with highlighted number step-by-step

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Select service provider [Select SP]

Use this queue to confirm or change the recommended imaging site before you send the referral.

  1. Open Select service provider [Select SP].
  2. Select a referral from the list.
  3. In the Referral Viewer, open Service Providers.
  4. Confirm the recommended provider meets the referral needs (clinical and logistical).
  5. Select Submit to route the referral.

Override the recommended provider

Override the recommendation when you must choose a different site (for example, service availability, specialization, accessibility, or operational routing rules).

  1. In Service Providers, select the provider you want.
  2. Review the provider details (if the profile opens).
  3. Select Select Provider to confirm your choice.
  4. Select Submit to send the referral.

Note: Selecting a provider does not send the referral. The referral sends only when you select Submit.

Service provider filters

Use filters to narrow the provider list.

  1. Open Service Providers.
  2. Select Filters.
  3. Set the filters you need.
  4. Select Apply Filters.

Route to another regional hub

Use this option when no suitable provider in your region can perform the exam.

  1. Open Referral.
  2. Go to the Site Selection section.
  3. Select a hub in Route to Regional Hub (Central, East, Northeast, Northwest, Toronto, West).
  4. Select Submit.

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Provider rejected (non-clinical) [Rejected by SP]

  1. This queue contains referrals a service provider returned for non-clinical reasons (for example, service not available).
  2. Open the referral from Provider rejected [Rejected by SP].
  3. Review the rejection reason.
  4. Select a new provider or route to another hub (if required).
  5. Select Submit.

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Fax send failure [Fax Send Failure)

The system retries outbound faxes automatically (up to 3 attempts, 2 minutes apart). If the fax still fails, the CI Hub sends the referral to this queue.x

Dashboard screenshot showing workflow status for MRI cases with five labeled boxes: Batches (48), New Referral (7), Select SP (2), Rejected by SP (0), and Fax Send Failure (1). Fax Send Failure is outlined in a red box with a red arrow. Each box uses blue text and includes a small arrow icon, highlighting key metrics for case processing stages.
Fax Send Failure tile

What to do

  • Try to resend the fax.
  • Confirm the recipient fax number (if applicable).
  • Contact the recipient if they report fax issues.
  • Select a different provider and reroute if needed.

To resend

  1. Open Fax send failure [Fax Send Failure].
  2. Select Resend Fax.

Note: After repeated failures, the system may move the item back to For Review [For Review (MRI)] / [For Review (CT)] and prompt you to confirm the fax number or reroute.

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Return to Hub tab

Use this tab to view referrals that service providers returned to the hub.
You may see:

  • Non-clinical queue: Returned for non-clinical reasons and needs rerouting.
  • Clinical / FYI list: Returned for other reasons (historical/reference).

Use search and filters to find the referral you need.

Rejected by Hub tab

Use this tab to view referrals the hub rejected (automatically or manually).
Lists may include:

  • Auto rejected
  • Incomplete
  • Other (duplicates, incorrect modality, not a referral, etc.)

Routed tab

Use this tab to view referrals the system successfully sent:

  • To a service provider.
  • To another regional hub.

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