Partner Workflow Guide
A Simple Provider-Order Workflow for Small Imaging Businesses
An 8-step, staff-ready workflow for handling missing-order patient inquiries — from initial inquiry to completed scan.
The 8-Step Missing-Order Workflow
Patient Inquiry
A patient contacts your facility by phone, online booking, or walk-in. They are interested in scheduling a diagnostic study — MRI, CT, ultrasound, X-ray, lab, or EKG.
Order Missing
Staff confirms that a provider order is required before scheduling. The patient does not have one and does not have a nearby primary care provider who can issue one quickly.
Staff Handoff
Staff offers DOD as the actionable next step: "For the provider order step, you can visit diagnosticordersdirect.com — it's a $40 virtual review and takes about one business day if the order is appropriate."
Patient Contacts DOD
The patient visits diagnosticordersdirect.com independently. They book the $40 virtual consultation and complete a brief intake form describing their symptoms, history, and the specific diagnostic they need.
Provider Review
A licensed provider reviews the patient's intake, symptoms, prior imaging history, and diagnostic request. The provider may ask clarifying questions during the review process.
Order Decision
The provider makes an independent clinical decision. If the requested diagnostic is medically appropriate, an order is issued. Orders are not guaranteed. Provider judgment controls.
Order Delivery
The order is sent to the patient digitally. If the patient chooses your facility and provides your fax number or upload instructions, DOD may send the order directly to your facility when appropriate and accepted.
Facility Scheduling
The patient contacts your facility with a valid provider order. Scheduling proceeds normally. The diagnostic study is completed.
The Critical Step: Staff Handoff Language
Step 3 — the staff handoff — is the most important moment in this workflow. The difference between a lost patient and a returning patient often comes down to whether your staff gives the patient a clear, actionable alternative.
Recommended staff language (phone):
"We do require a provider order before we can schedule your appointment. If you don't currently have one, a service called Diagnostic Orders Direct offers a virtual provider review for $40 — they're at diagnosticordersdirect.com. Most orders are issued within one business day if the provider determines it's appropriate. Once you have your order, call us back and we'll get you on the schedule."
Shorter version for text or email follow-up:
"To schedule, we need a provider order. For a fast option, visit diagnosticordersdirect.com — $40 virtual review, order in about 1 business day if appropriate. Call us back with your order and we'll get you scheduled."
For the complete script library — phone, text, email, and voicemail versions — see the Scheduler Script page.
Missing-Order Patient Workflow Checklist
Use this checklist at your scheduling desk for every inbound patient inquiry where a provider order is missing. This is also available as a downloadable reference at provider-order-workflow-checklist.
Patient inquiry received — note diagnostic type and state of residence
Confirm provider order requirement with patient
Ask patient if they currently have a provider order
If yes: proceed to scheduling normally
If no: direct patient to Diagnostic Orders Direct at diagnosticordersdirect.com
Provide patient with the $40 fee and 1-business-day timeline
Offer to hold a tentative appointment slot if appropriate
Provide your facility's fax number to the patient for order delivery
Confirm your facility accepts telehealth provider orders (if not already confirmed)
Patient books DOD independently — no action required by your staff
Await patient return call once order is obtained
Confirm order is received and meets your facility format requirements
Schedule the appointment
Complete the study
Preparing Your Facility for DOD Orders
Before directing patients to DOD, verify the following at your facility:
Order acceptance policy
Confirm that your facility accepts provider orders issued through virtual telehealth consultations. Most independent imaging centers accept telehealth provider orders.
Fax number
Have your current active fax number ready to provide to patients so they can give it to DOD during their consultation.
Order format requirements
If your facility has specific format requirements — letterhead, NPI, specific language — communicate these to the patient so they can share them with DOD's provider.
Scheduling hold policy
Decide whether you will offer tentative appointment holds for patients who are actively pursuing a provider order. A 48-hour hold can improve return rates.
For Diagnostic Business Owners
Ready to Solve the Missing-Order Problem?
You already have the patient. Diagnostic Orders Direct helps solve the missing-order problem — at no cost to your facility.