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How can I manage referral fields and ensure they sync with online scheduling in TrackStat?

Updated over a month ago

Managing Referral Fields in TrackStat and Your EHR

1. Purpose

This article explains how referral sources are managed in TrackStat, how they sync from your EHR, how they appear in online scheduling, and how to verify or update them using reports or integrations.

Use this article if you need to:

  • Control how referral options display to patients

  • Add new referral sources from your EHR

  • Ensure referral sources sync correctly

  • Map referral sources from HighLevel (GHL)

  • Verify or correct referral data in TrackStat

2. Audience

This article applies to:

  • Office managers

  • Front desk staff

  • Marketing or operations staff

3. Definitions

Referral Source
A field that identifies how a patient found your practice (for example: Google Ads, Referral, Website).

Original Name for referral
The referral source name that comes directly from your EHR. This value cannot be changed in TrackStat.

Display Name for referral
The patient-facing label shown in online scheduling. This can be edited without changing the Original Name.

EHR (Electronic Health Record)
The system of record where referral sources are created and stored.

Online Scheduling
The patient-facing scheduling flow where referral sources are selected.

HighLevel (GHL)
A CRM platform that can pass referral source data into TrackStat through an integration.

4. Rules and Constraints

  • Referral sources always originate from the EHR

  • You cannot edit or delete the Original Name in TrackStat

  • You can edit the Display Name shown to patients

  • New referral sources will not appear in online scheduling until:

    • At least one patient in the EHR is assigned that referral source

    • TrackStat completes a sync with the EHR

  • GHL referral mapping requires an exact text match

  • Referral sources can be edited directly on a patient profile in TrackStat

5. Navigation Paths

  • Edit Display Name
    Extras → Online Scheduling → Settings → Referral Sources

  • GHL Referral Mapping
    Extras → Integrations → GHL → Open Connected Integration → Referral Source Mapping

  • Verify via Reports
    Reports → Patient Management
    Reports → Appointment Report

6. Step-by-Step Instructions

Edit the Display Name for Patients

  1. Go to Extras → Online Scheduling → Settings → Referral Sources

  2. Locate the referral source you want to adjust

  3. Edit the Display Name

  4. Save your changes

Add a New Referral Source from Your EHR

  1. Create the new referral source in your EHR

  2. Assign that referral source to at least one patient in the EHR

  3. Allow TrackStat to sync with the EHR

  4. Confirm the referral source appears in Online Scheduling settings

Map Referral Sources from HighLevel (GHL)

  1. Go to Extras → Integrations → GHL

  2. Open the connected integration

  3. Click Referral Source Mapping

  4. Enter the exact text used in the HighLevel source field

  5. Map it to the correct referral source in the EHR

  6. Save your changes

Why this matters: This ensures accurate tracking without relying on what a patient selects or remembers.

Verify Referral Sources Using Reports

Patient Management Report

  1. Open the Patient Management Report

  2. Sort by first visit date

  3. Locate the Referral Source column

  4. Sort ascending or descending by clicking the column header to find patients without referral sources

  5. OR Filter by Referral Source N/A using the filter icon in the upper left

Appointment Report

  • Use the Referral Source column to identify appointments where the referral source is missing

Update a Referral Source on a Patient Profile

  1. Click the patient’s name from any report

  2. Open the patient profile

  3. Edit the Referral Source

  4. Save the profile

7. FAQs

Can I rename a referral source in TrackStat?
You can change the Display Name only. The Original Name cannot be edited.

Why don’t I see my new referral source in online scheduling?
At least one patient must be assigned that referral source in the EHR, and TrackStat must sync.

Do GHL referral mappings need to match exactly?
Yes. The text must match the HighLevel source field exactly.

Can I fix a referral source after the patient is created?
Yes. You can edit the referral source directly on the patient profile.

Where can I verify referral sources across patients?
Use the Patient Management Report or the Appointment Report.

8. Related Articles

  • Online Scheduling Settings

  • Patient Management Report

  • Appointment Report

  • HighLevel (GHL) Integration Overview

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