This tutorial provides instruction on how to configure the Referrals tab within the Clarity Human Services. For full instruction on the functionality of the Referrals tab, please visit the Referrals section of the User-Level Wiki.
To begin configuring the Referrals tab, got to the Launchpad and select Setup > Settings.
In the right column, select Referral Settings.
Then, you can Add a new Referral Setting or Edit the Default setting.
The Community Queue is a tool that manages community referrals. Note: When the Community Queue is not enabled (i.e. the Community Queue checkbox is not selected), then agencies can still send and accept referrals, but they cannot utilize the Community Queue to manage the referrals.
Community Referral Queue
Selecting this checkbox will enable the Community Queue in the Referrals tab and allow users to refer clients to the Community Queue. This is required for Centralized Intake and Coordinated Assessment purposes.
Community Referral Threshold
The time frame selected here will determine how long a referral remains in the Pending tab before being sent to the Community Queue tab.
Selecting Qualified Referrals will allow only referrals that meet eligibility requirements to be present in the Pending tab of the Referrals section. Selecting Unqualified Referrals will allow only referrals that do NOT meet program requirements to be listed in the Pending tab. Selecting All Referrals will allow ALL referrals to be listed in the Pending regardless of program eligibility.
Inactive referral expiration threshold
The timeframe selected here will determine how long a referral will remain in the Community Queue without a Check In. Note that referrals are not completely removed from the system after this timeframe; they are sent to the Denied tab, where they can be reactivated at any time. Often communities will set this for a longer period of time if the wait for the referral tends to be longer (e.g. housing referrals in communities with little affordable housing.)
The options listed here control whether designated users (assigned by Access Role) will have the ability to re-assign referrals in the community queue to agencies other than their own. There are three settings in the dropdown menu:
- Agency Controlled
- Match Maker Controlled
Select this setting if you only want the users to assign community queue referrals to programs within their agency only.
Once Agency Controlled is selected, another option called Agency Limit becomes available.
This setting limits the number of referrals that will be displayed in the Community Queue. Please note that if a client has a pending referral denied and marked to go back to the community queue, that client’s referral will not go back to the top of the Community Queue. The only way for that client to get back onto the community queue is for a new referral to be created.
Note: if the Agency Limit is set to None then all referrals in the community queue will be listed.
End users with Matchmaker enabled in their access role are able to select the Active Agency in the community queue and refer the client to a program in that agency. (After selecting an active agency the user must click on blue search button before the selected agency will become active.)
Users that have Match Maker enabled in their access role will be able to refer clients to agencies other than their own. Users that do not have Referral Matchmaker enabled in their access role will only be able to assign clients to programs within their own agency.
Program Availability Management
Program Availability Management will enable the Availability tab to appear under the Referrals tab. This will allow Matchmakers to view program availability when making referrals.
If Pending Referral Notifications is checked, the options Notification Frequency, Notify Days In Pending, and Notify Days In Process will appear. These settings enable notifications to users if referrals assigned to their agency have been pending and/or pending-in-process for more than the specified time at the specified frequency.
Click Save changes once completed.
(Below is the a sample of the friendly notifications email that corresponds to the settings above.)