What to Include in a Dental Referral Form (And Why It Matters)

A clear, well-structured dental referral form is the first step towards a smooth referral process — both for the patient and for the clinicians involved. Whether you’re referring for a CBCT scan, endodontic treatment, orthodontics, or something more general, the information you provide directly impacts the quality and speed of care.

Yet, we still see referrals arriving incomplete, unclear, or poorly formatted — often leading to delays, unnecessary follow-up calls, and frustration on all sides.

So what should a good referral form include?

Core details every dental referral form needs

Regardless of the referral type, certain pieces of information are essential:

• Patient details – full name, date of birth, and contact information
• Referring practitioner – name, GDC number, and practice contact details
• Clinical reason for referral – what the patient is being referred for, and any relevant background
• Medical history – any known issues that could affect diagnosis or treatment
• Attachments – recent radiographs or x-rays, photographs, or relevant clinical notes

Missing any of these can delay the referral process unnecessarily. For the receiving clinician, context is everything — and the more clearly that context is provided, the better the outcome for the patient.

Additional considerations by referral type

Depending on the referral, there may be extra information needed:

• CBCT referrals should include the specific area to be scanned, justification for the scan, and whether a report is required.
• Endodontic referrals benefit from a full description of symptoms, previous treatment history, and recent radiographs.
• Orthodontic referrals should include the patient’s age, relevant clinical observations, and any previous orthodontic treatment.

Using a one-size-fits-all form often leads to oversights. A tailored form, built for the specific referral type, reduces the chance of errors and unnecessary follow-up.

The role of digital forms in streamlining referrals

Many practices are still relying on downloadable PDFs, email attachments, or even paper forms — systems that are inefficient, prone to error, and risky from a data protection perspective.

Modern digital referral forms solve these issues:

• Structured input ensures all required fields are completed
• Smart validation prevents submission without key information
• Secure submission protects sensitive patient data through encryption

Valident’s referral system is designed with these principles in mind. Our platform makes it easy to complete and submit tailored referral forms online — securely and efficiently.

Built-in encryption and data security

When patient data is involved, security isn’t optional. Email may feel convenient, but it’s not always compliant — and certainly not encrypted by default.

Every referral submitted through Valident is encrypted end-to-end. That means the data is protected from the moment it leaves your practice, right through to its destination. It’s a simple way to reduce risk and meet your obligations under data protection legislation.

Why it matters

A well-designed referral form does more than just gather information. It:

• Reduces time spent chasing missing details
• Improves communication between practices
• Ensures faster, more effective care for patients
• Enhances your practice’s professionalism and reliability

And with the right tools in place, it’s one less thing for your team to worry about.

Thinking of upgrading your referral process?

Valident provides encrypted, digital dental referral forms for CBCT, endodontics, orthodontics, and more — all built to suit the needs of modern dental practices. We also support custom form creation if your practice requires something more specific.