Letters to Referral Sources
The following section
includes the four most common letters we use to communicate with referring Optometrists and other professionals
regarding their referred patients. These letters minimize confusion and quantity of phone calls received from
referring ODs. This way they are kept as up to date as possible regarding their patient's care with our clinic
without an extensive amount of follow up work to be done by our staff.
1. Progress Evaluation (PE) Letter
This letter is used after their mid-point
or final evaluation to inform the referring OD of the patient's progress. We always add additional patient
specific notes from the Doctor into the letter, and e also attach the Initial Evaluation and Progress Evaluation
exams from the doctor.
2. No Initial Evaluation
(IE) Set Up by Referred Patient
This letter is used when we see a referral
come over for a patient and have not set up an evaluation for them. When we receive a referral, we attempt to
make 2 phone calls w/messages and then send an information packet. Once we send the packet to the patient, we
send this letter to the OD to inform them we have not been able to contact the patient to set up an
3. Referred Patient
This letter is used when a referred patient
is starting a therapy program. The letter also includes the start date for therapy and we attach the Visual
Profile Chart and Initial
Evaluation exam for their reference. You can also use this letter for a non-referred patient if you remove the
line about thanking for the referral.
4. Referred Patient Not
This letter is used when we have seen a
referred patient for an evaluation but they have not started a therapy program. This letter is sent about 2
weeks after their consultation date.
We attach the Visual Profile Chart and Initial Evaluation exam for their reference.