Outbound referrals are referrals generated by you or your agency. This includes referrals to programs within your agency as well as referrals to programs outside of your agency. This is in comparison to inbound referrals, which are referrals that are sent to your agency from an outside agency.
There are two ways to create a client referral from the client record.
- The Referrals tab in the client record: this method is advised if you know which type of program or which agency you wish to refer the client to
- Conducting an assessment: use this method to determine which program is best for your client
Note: For any referral you generate, you will receive email notifications each time the status of the referral changes (e.g. referral is denied, referral is accepted, etc.).
In this article, we'll look at how to make a direct referral from the Referrals tab.
Making a Referral from the Referral Tab
Navigate to the Referrals tab in the client record. You will see two options for referral methods: Refer by Agency or Refer by Program Category (figure 1).
Refer By Agency
Select By Agency if you wish to refer the client to a particular agency (figure 2). Selecting the agency from the dropdown menu will generate a list of the programs (regardless of eligibility) within that agency. You can also select the appropriate Program Availability to narrow your search.
Note that you can generate a referral to a program within your agency by selecting your agency from the dropdown menu. Doing so will generate a list of all programs within your agency.
Refer By Program Category
Select By Program Category if you wish to refer your client to a type of program (e.g. permanent housing, emergency shelter, etc.). Selecting a program category from the dropdown menu will generate a list of all programs (regardless of program eligibility) within your CoC (including those within your agency) that match the program type and program availability (figure 3).
Regardless of whether you select By Agency or By Category, the remaining steps of generating a referral will be the same.
Program Referral Details
Once you select one of the View options, and Search, select the expand icon for the program to which you would like to refer your client. The screen will expand, displaying program details (figure 4). You can print a checklist and/or directions (via bike, bus, foot, and/or car) for the client.
Select Make Referral to continue with the referral process.
Working with the Referral: Add Screen
Clicking Make Referral will take you to the Referral: Add screen (figure 5). Here you can review details of the referral.
Field names and descriptions displayed in the Referral: Add screen are outlined in the table below.
|Referred Program||The program to which you are referring your client.|
|Referred-To Agency||The agency that provides the program to which you are referring your client.|
|Referring Agency||The agency from which the referral originated (your agency).|
|Private||When toggled on, the referral will only be visible in the History tab of the client’s record for users at the referred-to agency.|
|Would you like to make a reservation as well?||Allows you to create a reservation at the same time you make the referral. Note that this field will only appear if the program has a service configured to accept referrals. For more information on the reservation system, see How do I make a reservation from the referral screen?|
|Message Box||Here you can send a secure message to the Referred-To agency regarding the referral.|
Working with the Referral: Edit Screen
Select Send Referral to complete the referral process. Doing so will take you to the Referral: Edit screen where you will find the following additional fields:
|Referred Date||The date of the referral (this cannot be modified).|
|Days Pending||The amount of days since the referral was first generated. If you are creating a new referral, this will be set to 0.|
|Referred By Staff||Indicates to the other staff and agencies that you made the referral.|
|Case Manager||Allows you to select a Case Manager for the client.|
|Last Activity||This is for the purposes of the Community Queue. Staff can select Check In if they need to keep the referral active in the system.|
|Private||The referral will only be visible in the History tab of the client’s record for the Referred-To agency.|
This is intended for situations where the client was enrolled into the referred-to program before the referral was completed.
If the client was enrolled into the program to which you are referring them, then an Add Connection link will be available.
Clicking the Add Connection link will display the Add New Connection window where you can select the Program and choose any group members if applicable.
Here you can view all notes connected to this particular referral, as well as create a new note.
Only authorized staff will have access to the notes, and all notes are sent over a secure server. Depending upon your access role, you may have the ability to delete past notes.
Once all edits have been completed, click Save Changes to complete the referral process.