About
The Referring Facility Administrator (RFA) role in Referral IQ® gives referring medical practices the ability to manage user access and referral workflows for their Medical Practice Accounts (MPAs) and facilities. Designed for decentralized user management and operational flexibility, the RFA role supports efficient care coordination and secure access at the facility level.
What Does the Referring Facility Administrator Do?
A Referring Facility Administrator is responsible for managing both referrals and users within specific Medical Practice Accounts (MPAs) and their associated facilities. This includes:
Creating and managing users such as External Care Providers (ECPs) and other Referring Facility Administrators.
Controlling which users have access to specific MPAs and facilities.
Ensuring referral processes are completed accurately and securely.
How the Referring Facility Administrator Role Works
Initial Setup and Delegation
Upon first implementation, the Referring Facility Administrator role is granted to a Health System Administrator. That administrator is then responsible for managing all subsequent RFAs within the system.
Health System Administrators:
Set up the first Referring Facility Administrators.
Remain responsible for the user management of any additional RFAs created.
Referring Facility Administrators:
Can create other RFAs within their assigned MPAs or facilities.
Can also create and manage External Care Providers under their scope.
🔄 Delegation Workflow
Role | Can Create | Scope |
Health System Administrator | Referring Facility Administrators | System-wide |
Referring Facility Administrator | ECPs, additional RFAs | Assigned MPAs/facilities only |
This structure supports scalable administration while maintaining secure, role-appropriate access across organizations.
Key Capabilities of a Referring Facility Administrator
📋 Referral Management
Access the Referrals menu to create, view, and manage patient referrals.
Use the system to track referral statuses, add documentation, and communicate updates between care providers.
Compatible with both legacy CAP and the enhanced Referrals workflow.
👥 User Management
Access the Admin tab to manage user accounts.
Create new users and assign them roles, specifically:
External Care Providers (ECPs) who need referral access.
Other Referring Facility Administrators, to delegate responsibilities.
Assign users only to facilities to which the RFA has access.
Manage access in a way that aligns with your facility’s scope and care team structure.
⚙️ Configuration and Settings
RFAs may be allowed to manage or view the following settings:
Security Settings – User access and login controls.
Clinical Settings – Workflow or provider-specific options.
Facility Utilization Settings – Operational or reporting preferences.
Dictionary Items – Customized fields and terms used in referral workflows.
User Provisioning Rules
To ensure secure and consistent user management, the following rules apply when Referring Facility Administrators create or manage users:
Rule | Description |
🔄 RFA must also be assigned the ECP role | Facility access is granted through this role. |
🧍 RFAs can only manage users within their assigned facilities | No access beyond their MPA scope. |
🔁 Users created by an RFA must use the same identity provider | Keeps identity management consistent and secure. |
✅ ECPs created by an RFA can only hold the ECP role | No additional roles allowed for ECPs. |
✅ RFAs can assign both RFA and ECP roles (if permitted) | Helps expand admin support within the same facility scope. |
Note: If a user setup doesn’t follow these rules, the platform will show a general error. More detailed error logs are captured behind the scenes for troubleshooting.
Medical Practice Account (MPA) Management
Referring Facility Administrators can view MPA and facility information, but cannot create or edit Medical Practice Accounts or facilities. Only Tele can assign a new one.
Full MPA and facility management is reserved for system administrators with specific permissions.
This ensures control over practice structures while still allowing RFAs to manage referrals and users within their scope.
Bulk Upload Support
Users can continue to upload lists of RFAs and ECPs using the standard bulk upload process.
All standard rules and validations apply, just as they do for users created manually through the interface.
Conclusion
The Referring Facility Administrator role in Referral IQ® makes it possible to manage referrals and user access at the facility level, giving care teams more control, improving referral efficiency, and reducing dependency on centralized admin support.