This section discusses how to create an outbound referral within the Clarity Human Services system.
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 2 ways to create a client referral from the client record.
- Through the Referral tab in the client record - This method is advised if you know which type of program, or which agency, you wish to refer your 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.)
Making a referral from the Referral tab of the client record
This method is advised if you know which type of program, or which agency, you wish to refer your client to.
To begin the referral process, go to the Referrals tab from within the client record. You will see two options for referral methods: Refer by Agency or Refer by Program Category
Refer By Agency
Select By Agency if you wish to refer the client to a particular agency. 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.
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 down arrow of the program to which you would like to refer your client. The screen will expand, displaying program details. Notice that 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
Selecting Make Referral will take you to the Referral: Add screen. 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||Indicates the program to which you are referring your client.|
|Referred-To Agency||Indicates the agency that provides the program to which you are referring your client.|
|Referring Agency||This is the agency from which the referral originated. (This will be your Agency)|
|Private||Select this if you want the referral to be visible in the History tab of the client’s record ONLY for the Referred-To agency.|
|Would you like to make a reservation as well?||Selecting this checkbox will allow you to create a reservation at the same time that 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, feel free to review the article 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 fields (in addition to the ones listed above).
|Referred Date||This is the date of the referral – this cannot be modified.|
|Days Pending||This is 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||This indicates to the other staff and agencies that you made the referral.|
|Case Manager||This field 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||Select this if you want the referral to be visible in the History tab of the client’s record only 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 prematurely enrolled into the program to which you are referring them to, then a 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, select Save Changes to complete the referral process.
Generating a Referral by Conducting an Assessment
This method is advised if you are trying to determine which program is best for your client, or if you would like to determine which programs your client is eligible for. This will only work if the Eligibility Engine is turned on for the assessment by the the System Administrator.
To begin this method, go to the Assessments tab of the client record, and select the Start button of the assessment you would like to use.
After completing the Assessment data fields, select Save.
This will bring you to the Eligibility Determination where you will find a list of eligible programs, divided into three categories described below.
|Agency Programs||These are programs within your agencies.|
|Community Programs||These are programs outside of your agency for which your client is eligible.|
|Ineligible Programs||These are the programs your client is ineligible for. Click the down arrow on the main header to expand the list. Note that selecting the down arrow of each individual program will allow the screen to expand to provide that particular program’s details, as well as the Reason for Ineligibility. Note that you can also refer them directly to the Community Queue from here as well. Selecting this button will allow you to send the referral to the Community Queue, which means that the referral and its associated information will be visible to all agencies.|
Also notice that you can use the drop down menus at the top of the screen to search the list By Category and By Agency. These options are described below.
|By Category||This allows you to view the list according to a certain program category only (e.g. Emergency Shelter, Street Outreach, etc.)|
|By Agency||This allows you to view the list according to a certain agency only.|
|By Availability||This allows you to view the list according to program availability.|
Generating the Referral
To generate the referral, select the down arrow of the program to which you would like to refer the client. The screen will expand to include program details, including bed/unit availability (if applicable to the program type). You also have the capability to print directions to the program site.
Select the Make Referral button to continue creating the Referral record.
From here, the referral process is the same as previously discussed. Please refer to the directions above, starting with The Referral: Add Screen section.