This section details the most common tasks performed in the Referrals section:
- How to Enroll a Client from the Pending tab
- How to Enroll a Client from the Community Queue tab
- How to Refer a Client directly to the Community Queue
- How to Deny a Referral
- How to Re-Activate a Denied Referral
- How to Check In a client in order to keep the client active in the system.
How to Enroll a Client from the Pending Tab
To enroll a client from the Pending tab of the Referrals section, search the Client Name and than select the Client Name (e.g. Bill Gates).
Notice that selecting the Edit link will take you to the Referral: Edit screen where you can deny the referral and send it to the Community Queue tab (if applicable).
If you have the appropriate access rights to delete the referral, you can also select the trashcan icon to permanently delete the referral from the system. This action is irreversible and it is NOT the same as denying a referral.
Selecting the client name will take you to the Profile screen of the client record. Go to the Programs tab and select the down arrow of the correct program. Click here for more information on Program Enrollment.
How to Enroll a Client from the Community Queue Tab
If you wish to enroll a client whose referral is listed in the Community Queue, navigate to the Community Queue tab, mouseover the row and select their name. This will bring you to the their Profile screen. Navigate to to the Programs tab and select the down arrow of the correct program. Click here for more information on Program Enrollment.
Note that you can also enroll the client by selecting the Edit link to the left of their name. This will place them in the Pending tab, after which you can enroll them (this adds an unnecessary step).
How to Refer a Client Directly to the Community Queue from the Client Record
You can refer a client to the Community Queue directly from the client record after conducting an assessment. Go to the Assessment tab of the client record, open the assessment, and complete all data fields.
Once the data fields are complete, select Save. This will bring you to the Program Eligibility Determination screen where you will find a list of programs. Scroll to the bottom of the page.
Select the Refer directly to Community Queue button. This will take you to the Referral: Add screen where you can select Private (make the referral visible in the History tab of the client’s record ONLY for the Referred-To agency) and/or enter a note in the text box for other agencies to read.
Select Send Referral. The referral will be sent to the Community Queue.
To verify the referral was indeed sent to the Community Queue, go to the main search screen, select the Referrals tab located on the right, and select the Community Queue tab.
You will find the referral included in the list.
How to Deny a Referral
If you would like to deny a referral that is listed in your Pending tab, mouseover the row and select the “Edit” link that appears next to their name. This will take you to the Referral: Edit screen where you can select Denied from the Status dropdown menu.
The screen will expand with more options:
- Send to Community Queue - Selecting Yes means the referral will be sent to the Community Queue. Selecting No means the referral will be sent to the Denied tab.
- Denied Reason - Select a reason for denial from the dropdown menu.
- Denied Message - This option allows you to enter any pertinent information regarding the referral for staff at other agencies.
Select Save Changes to deny the referral.
How to Re-Activate a Denied Referral
If you would like to re-activate a referral that has been denied, go to the Denied tab of the Referrals section. Mouseover the row and select the Edit link that appears to the right of the client’s name.
This will open the Referral: Edit screen. Select Pending from the Status dropdown menu.
The referral will now be sent to the Pending tab, where you can select the client record. Doing so will take you to the client’s record where you can enroll them into the program.
How to “Check In” a Client in Order to Keep the Client Active in the System
In many cases, a client will be removed from the Community Queue after a prescribed number of days unless they are checked in. To do this, mouseover the row (in either the Pending tab or the Community Queue tab), and select the Edit link that appears next to the client’s name.
This will take you to the Referral: Assign screen, where you can select Check In to keep the referral active in the system.