This section outlines procedures for transferring patients due to licensure, scope, or scheduling, ensuring clear communication and smooth provider transitions.
Transfer of patient residing in a non-licensed state:
Our matching process is designed to pair patients with providers licensed in their state; however, occasional bookings may slip through due to factors beyond our control. If an initial assessment is scheduled with a patient in a state where you are not licensed and it is not an open state, email [email protected] with the patient ID, and our team will initiate the transfer. Please review the licensure matching criteria and list of open states before reaching out.
Transfer of patient prior to an Initial Assessment:
For initial assessment appointments, we encourage you to complete the assessment before initiating a transfer. Doing so enables us to provide a highly tailored provider recommendation that best supports the patient’s long-term care.
If a patient falls outside your scope or you encounter a scheduling conflict, Berry Street will assist simply email [email protected] with the patient ID and appointment date.
Provider-Sourced Patients (PS) Not Yet in the Berry Street System
If you’re trying to place a potential provider-sourced (PS) patient with another provider and the patient is not yet in the Berry Street system:
Share next steps for getting the patient scheduled
Patient Transfer & Rematch Process (Established Patients: 1+ visits)
When you need to transfer a patient you’ve already met with (1+ appointments), use the Patient Transfer Request FORM. This ensures patients are rematched quickly and reduces the risk of patients falling through the cracks.
Note: If you’re identified as a strong match for a transfer patient and you have calendar availability, you may receive an incoming transfer email from our support team with next steps for scheduling and coordination.
Step 1: Tell the patient first (required)
Before submitting the form, it is best practice to inform your patient directly that you’re recommending a transfer and why.
What to cover with the patient:
A clear reason for the transfer (brief, clinically appropriate)
Reassurance they’ll continue care at Berry Street
What happens next: you will request a transfer, and they’ll be introduced to a new provider
Complete the Patient Transfer Request form anytime you need to transfer a patient you’ve seen. The information you provide helps our support team find the best match and coordinate next steps.
The form includes basic patient and provider details, key matching criteria (e.g., location/licensure needs, insurance, and care preferences), and a brief clinical summary to support an appropriate handoff.
Tip: Share clear, concise context for a strong match. More specific details typically mean faster rematches and smoother transitions.
Step 3: Berry Street Support finds a provider match
A member of our support team reviews the form and identifies a provider match based on the needs you outlined.
What to expect
Support will coordinate next steps once the matched provider confirms
Both newly matched and transferring providers will receive an incoming transfer email to complete the transfer with a warm email introduction to the patient.
Step 4: You make the introduction (recommended)
Once a match is identified, support will share the new provider’s contact information so you can introduce the patient.
Why this matters: Transfers are more successful when the current provider initiates the handoff because you have the established relationship with the patient.
What the handoff should include
A warm, brief intro to normalize the transition
See the email template here for example phrasing (feel free to make it your own)
What not to do
Do not submit the form before informing the patient.
Do not ask Berry Street to outreach the patient for the handoff unless there’s a specific reason you cannot safely/appropriately do so.
Providers accepting a Transfer patient
1) Keep an eye out for an email introduction with the patient from the transferring provider (see above template).
3) Once you receive the email introduction with your new patient reply back introducing yourself and offer your schedule for booking.
If this is a Berry Street sourced patient being transferred, you can direct the patient to book through their Berry Street App.
If this is a PS sourced patient being transferred, you can offer your PS initial assessment link.
You can find your personalized link in your Manage Practice page! Make sure you’re signed into meet.berrystreet.co to access this link!
For more details, please check out this module in our onboarding.
You can find more information on Scope and Standards of Practice here.
