Creating a New Referral in Barnestorm

1. Access the Referral Section: From the main menu, navigate to "Referrals" and click on "Start a New Referral."

   • The "Click for Next Chart #" field will become active. All Barnestorm chart numbers are six digits. You have the following options:
     • Enter the first three digits of the current chart sequence.
     • Leave the field blank to auto-generate a number.
     • Manually enter a unique six-digit chart number.

2. [Skip if you entered a six-digit number]: Click the "Click for Next Chart #" button. The system will generate the next available chart number.

3. Accept the Chart Number: If the number is correct, click "Accept Chart #." This will activate the referral screen.

Completing the Referral Screen

Ensure the following information is accurately entered for each tab to avoid EVV record rejections:

Patient Information: Enter the patient’s name (correct spelling), address, phone number (with area code), date of birth, Social Security number, gender, and race.

• Use only valid data to facilitate smooth data transmission to the aggregator.
• Do not add extra information in the name or address fields. The address field is limited to 30 characters.
• Always include the area code with all phone numbers, including contacts. Avoid using parentheses or adding a "1" before the number.

Referral Information - Admit Date and Status: Enter the patient’s admit date (the date your agency began or will begin services) and change the Patient Status to "Active." Set the Admit Type to "Admitted."

Payers - Select the "Payer 1" row, then enter the program and payer code (or search by name). Input the patient’s Medicaid or payer subscriber number into the HIC# field.

• For Healthy Blue patients, use the subscriber ID in the HIC# field.
• Ensure you use the Medicaid number that starts with a "9." The aggregator will reject records with the old Medicaid number.
• Do not include dashes in the HIC# field to prevent EVV visit rejections.

Dr + Pharmacy - Primary Physician: Add the Primary Physician by entering the code or searching by name.

Employees - Assigned Staff: Add the office case manager and the assigned aide. You can search by name or enter the four-digit code. The employee listed first will be assigned as the patient’s case manager/care coordinator.

Final Step: Before exiting the referral, click "Save All Patient Data" to ensure all information is stored correctly.