This article covers the recommended configuration for a new referral workflow notification, the settings, values, and decisions you need to make to deliver a To Do List notification to the right people when a referral is received.
For the step by step process of creating a workflow notification from scratch, see Set up a workflow notification.
⚠️Important: System Administrator access is required. Always configure and test in a non live environment before deploying to production.
Overview
Trigger event: New referral saved to team.
Recommended priority: Priority 2 Medium (routine referrals) and Priority 1 High (urgent referrals)
Primary recipients: Team Coordinator, Team Manager
Activity code: REF_NEW_TEAM
Recommended configuration
Use the following values when configuring the new referral notification in Message Generator:
Configuration item | Recommended value | Notes |
Activity Code | REF_NEW_TEAM | Cannot be changed after saving, choose carefully. |
Activity Description | New Referral to Team To Do Notification | Displayed in the Message Generator Activities list. |
Action Type | TODOITEM | Delivers the notification to the recipient's To Do List. |
Summary Text | "New referral received for [PatientName] — please review and allocate." | Maximum 150 characters. Include patient name and action required. |
URL | Link to Referral Details screen with ClientID=$clientid$ | Takes the recipient directly to the referral record. |
Priority (routine) | 2 | Medium priority. Action required within 24-48 hours. |
Priority (urgent) | 1 | High priority. Same day action required. |
Condition | Optional: AmsReferral.Urgency = 'URGENT' (String, Equal) | Use to differentiate urgent from routine referrals. |
Recipients | Default User (Team Coordinator) + Bespoke SQL (all team managers) | Configure at least one named recipient. Add bespoke SQL for dynamic team membership if required. |
Pop-Up Time | Not set (routine) / Immediate (urgent) | For urgent referrals, consider setting a pop up to fire immediately on the recipient's next screen interaction. |
Differentiating urgent and routine referrals
To deliver different priority notifications based on referral urgency, create two separate workflow activities rather than one. This allows you to set different priority levels, summary text, and pop up behaviour for each.
Activity one: Routine referral
Code: REF_NEW_ROUTINE
Condition: AmsReferral.Urgency is not equal to URGENT
Priority: 2 (Medium)
Summary: "New routine referral received for [PatientName]"
Pop-Up Time: Not set
Activity two: Urgent referral
Code: REF_NEW_URGENT
Condition: AmsReferral.Urgency equals URGENT
Priority: 1 (High)
Summary: "⚠ URGENT referral received for [PatientName] — same-day review required"
Pop-Up Time: Immediate
📌Note: Both activities are linked to the same clinical event trigger, new referral saved. The condition on each activity determines which one fires based on the referral's urgency value.
Recipient configuration
The following recipient types are recommended for new referral notifications:
Default User: Use for a named team coordinator who should always receive new referral notifications for their team.
Bespoke SQL: Use to dynamically derive all team managers or all members of a specific team. The SQL must return a valid set of Rio user IDs.
⚠️Important: If you are using bespoke SQL, test the query thoroughly in a non live environment. An error in the SQL will cause the notification to fail silently.
Key Rio tables involved
Table | Relevant fields | Purpose |
AmsReferral | Urgency, ReferralReason, TeamReferredTo, ReferralDateTime | Source of referral data for conditions and summary text. |
WflQueue | ActivityCode, Status, ClientID | Queue record created when the referral is saved. |
GenToDoList | Summary, URL, Priority, IssueDate | Notification record delivered to the recipient's To Do List. |