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Referral tracker
A customer relationship management (CRM) system for referrals, in one spreadsheet: three tabs joined by the contact's name. After 6 months it tells you who actually sends you clients and whether the outreach was worth it.
Downloads: import each CSV as its own tab (see how to use these files). contacts.csv · communications.csv · referrals.csv
Tab 1: Contacts (the people)
| Column | Values / notes |
|---|---|
| Name | Join key across all three tabs, so keep it consistent |
| Relationship Strength | Strong / Established / Developing / New |
| Category | Therapist, Psychologist, Psychiatrist/ARNP (advanced registered nurse practitioner), PCP (primary care provider), Attorney, Former Colleague, Other |
| State | WA, RI, etc. |
| Organization | Practice or firm |
| Email · Phone · Address | |
| Notes | How you know them, their specialty, what they refer for |
The outreach tiers are filters on this tab: Tier 1 = Strong/Established/Former Colleague; Tier 2 = your local area; Tier 3 = New + clinical categories.
Tab 2: Communications (every touch)
| Column | Values / notes |
|---|---|
| Date | |
| Name | Must match Contacts |
| Direction | Outgoing / Incoming |
| Type | Email, Mail, Call, Text, Meeting, Event |
| Summary | One line |
| Follow-up | Next step and date, if any |
Tab 3: Referrals (both directions)
| Column | Values / notes |
|---|---|
| Date | |
| Direction | Incoming (referred to you) / Outgoing (you referred to them) |
| Referral Source / Recipient | Name from Contacts, or a marketing activity (e.g. "Psychology Today," "card drop at X café, 2026-05-05") |
| Referred person | Initials, or first name and last initial, only |
| Outcome | Consult scheduled / Became client / Not a fit / No response |
| Notes | Non-clinical only |
The one rule
This sheet tracks referral relationships, not clients. Keep referred-person entries to initials and never add diagnoses, presenting problems, or session details, so it never becomes a store of protected health information (PHI). Treatment information belongs in your electronic health record (EHR) system.
Two companion logs
- marketing-activities.csv: one-off actions such as card drops, networking events, talks, and mail-outs. Columns:
Activity, Date, Type, Venue / Target, Cost, Outcome, Notes - directory-listings.csv: the paid listings you renew (Psychology Today, Zencare, TherapyDen, etc.). Columns:
Listing, Type, Status, Monthly Cost, Annual Cost, Renewal Date, URL, Notes
When one produces an inquiry, log the referral with that activity or listing as its source. At renewal, that tells you what earned its cost.