Your first working days

Before the team starts

Check the saved mailbox status in Connections. Begin using Refera for real referrals only after the connection and practice checks pass. A Microsoft approval page or notification email is not the decision.

Still setting up? Use the Microsoft guide and account setup. There is no need to repeat those steps here.

Inviting a team is optional for a solo practice; skip it until needed. Give each staff member their own account through Team accounts and roles. The shared referral inbox is a source of referrals, not a shared staff login. Each person adds a passkey or authenticator app at their first sign-in, so they need their phone or device to hand.

Share Tips for the front desk with the team before the first working day.

First working day: follow one referral

Agree who will take responsibility for unclaimed administrative work. In Today, use Take for unclaimed administrative work. Then open the referral in Inbox and review its source and history.

After staff act, record the outcome. If an appointment is booked, create it in the practice’s usual booking system, then record the booking in Refera. Do not mark prepared text as sent or a contact attempt as a booking.

Daily referral workflow

At the next handover: check the history

Ask the incoming staff member to find the owner, last recorded action and next step without reconstructing the conversation. Correct missing administrative notes and ownership through the normal controls. Keep any uncertain contact or booking outcome unconfirmed.

Older mail is not imported. Continue the practice’s existing process for referrals received before activation. New referrals stay in arrival order; clinical urgency never changes that order in Refera.

After several working days: review the routine

Check for unowned work and incomplete histories. Look at the last successful check for each connected inbox; one healthy inbox does not establish the state of another.

Use Practice analytics for the available administrative counts. Missing data stays unavailable; do not infer bookings, saved time or revenue from drafts or incomplete events. Device alerts are optional: set up and test notifications when the team needs them.

The practice has one lifetime allowance of 50 live captures. Using it does not start a subscription or charge. Pricing and billing explain the next decision.

Cancellation Fill is not part of this starting routine. Its real-patient use remains off pending separate approval; it is not enabled by connecting the inbox.

Administrative process-state only - Refera performs no clinical triage.