There are two ways to directly refer a client to a program: from the Referrals tab and from Program Eligibility Determination within the Assessments tab. Direct referrals made from the Assessments tab allow users to refer clients to specific programs based on eligibility criteria. This method of referral will only work if the Eligibility Engine is turned on for the assessment by a system administrator.
| Note: certain configurations must be in place in order for a program to display as a referral option. See Introduction to Making Referrals for more information. |
To create a referral from the Assessments tab, navigate to the client record, and click the Assessments tab*. Find the assessment you would like to use and click Start (figure 1). If you are unsure which assessment to use, check with your local system administrator.
figure 1
* Referrals can be recorded in the client record Assessments tab or within the program-level Assessments tab.
After completing data entry for the assessment, click Save.
If the screen is set up with an assessment processor and configured to display the assessment score, score information will display under Program Eligibility Determination (figure 2).
figure 2
If the assessment screen is configured to display alternate text for the assessment processor, this will display instead (figure 3).
figure 3
If no assessment processor is assigned to the assessment screen, only the eligible and ineligible (if applicable) programs will display (figure 4).
figure 4
Eligible program results are organized by Agency Programs (programs within your agency) and Community Programs (programs in other agencies).
The Ineligible Programs section displays programs the client is ineligible for. Click the expand arrow on the main header to expand the list. Click the expand arrow for each program to see the program’s details, including Reason for ineligibility (figure 5).
figure 5
Results can be filtered by Category (based on the field Program Type in Agency Management), Agency, and Availability (managed in the Referrals tab) (figure 6).
figure 6
Select the expand icon for the program you would like to refer the client to. This will display program details including available openings based in the Attendance Module (figure 7).
figure 7
Clicking Doc Requirements will display in a separate window any documentation requirements configured in Agency Management for the program (if applicable).
You can either make a referral to a program or, if the program is within your agency, and the client is eligible, enroll the client in the program. For more information about enrolling a client in a program, see Enrolling Clients and Households in Programs.
To generate the referral, click Make Referral.
After clicking Make Referral, you can review the details of the referral (referred program, referred to agency, and referring agency) and make additional configurations before sending the referral (figure 8). Information about these and other referral configuration options can be found in the Referral Details Glossary.
| Note: the referral will not be sent until you click Send Referral. |
figure 8
Once you click Send Referral, the referral will be saved in the client record. Notification to the referred to agency will depend on the system Referral Settings. You’ll be navigated to Referral: Edit where you’ll have additional referral configuration options.
Returning to an Assessment to Send a Referral
A saved assessment can later be returned to in order to send a referral. From the Assessments tab in the client record, locate the saved assessment in the Assessment History and click Eligibility (figure 9).
figure 9
You’ll be directed to Program Eligibility Determination, where you can send a referral.