Referral Details Glossary – Bitfocus

Depending on where a referral is being accessed (during the referral creation process, from the History tab, or the Referrals tab), different referral details will be viewable and editable. The table below outlines the referral fields, where they can each be found, and which are editable.

Note: the ability to edit referrals must be enabled in the staff member’s access role settings. For more information about access role settings, see the Access Roles series of articles.

Referral Locations

The “Location” column refers to where in the system the referral is being viewed. These locations are:

Referral creation: when a referral is first created, either from the Assessments tab or Referrals tab within the client record.
History tab: once a referral has been created, it can be viewed and edited from the client record History tab.
Referrals tab results: the Global Referrals tab and sections within it. This refers to the information that will display in the search results for that section, rather than in the referral details.
Referral: Edit and Referral: Assign (Client-level Referrals tab): when editing the details of a referral from the client-level Referrals tab, depending on where the referral is being edited, you'll either be directed to Referral: Edit or Referral: Assign. Each section has specific fields.

Referral Fields

Field	Definition	Editable from the Referral?
Case Manager	A case manager can be assigned to the referral, allowing the selected user to display in the Assigned Staff section of the client record.	Yes
Check-In	Indicates activity in the referral. For referrals in the Community Queue, clicking the Check-In button restarts the countdown clock for the referral to meet the Inactive Referral Expiration Threshold.	Yes
Client / Client Name	Displays the client’s first and last name.	No
Connected at	The date the referral resulted in a program enrollment or referral connection.	No
Days Pending	The number of days from the date the referral was created to today.	No
Eligible Program & Projects	Displays as a boxes icon that, when hovered over, lists the programs the client is eligible for. This displays when the active agency is the user’s agency where they are assigned or switched into as well as the agency a match maker is filtering the Community Queue on (regardless of the agency they are assigned to switched into).	No
History / Referral History	The history of activity for the referral.	No
In Process	The number of days the referral has had a status of “Pending - In Process”	No
Last Activity	The date the referral was created or the date the most recent activity keeping the referral active occurred.	Yes
Navigator / Assign Navigator	A user can be assigned the role of Navigator within the referral. This user will display as an Assigned Staff member in the client record.	Yes
Note / Notes	Allows users to add notes to the referral.	Yes
Private	When toggled on, the referral will be private to users at the referring and referred to agencies. A lock icon will display with the referral.	Yes
Qualified	Yes: the referral was made from the Assessments tab. No: the referral was made from the Referrals tab. Reassigned: the referral was reassigned from the Community Queue.	No
Re-Assign	This option only displays if the referral is in the Community Queue.
Referral Connections	Information about whether a referral connection occurred or not.	Yes
History / Referral History	The history of activity for the referral.	No
Referral Status	The status of the referral.	Yes
Referred Date / Referral Date / Created at	The original date and time the referral was created.	No
Referred Program and Referred to Agency / Referred to	The program and agency where the client was referred. If the referral has been re-assigned, this will be the most recent program and agency.	No
Referring Agency / Referred By Agency	The agency that created the referral. If the referral has been re-assigned, this will be the original agency that created the referral.	No
Referred By Staff	The staff member who created the referral (or the most recent referral, if it has been re-assigned).	No
Remove from Queue	Allows the user to remove the referral from the Community Queue and provide a reason why they have done so.	Yes
Score	The score generated from the assessment processor (if applicable). Clicking on the score displays additional score detail.	No
Snooze / Unsnooze / Snooze until	If enabled in Referral Settings, clicking this icon allows you to temporarily snooze a referral on the Community Queue.	No
Snoozed Until	The date a snoozed referral will reappear in the Community Queue tab.	No
Tracked Characteristic badge	If tracked characteristics are configured, this will display a badge icon that, when hovered over, displays the associated characteristic(s).	No
Would you like to make Reservation as well?	Allows users to make a reservation during the referral process.	Yes

*On the Pending tab, days pending display as three distinct numbers: “total,” “pending,” and “in process.” “Total” represents the number of days from referral creation to today. “Pending is the number of days from referral to the program to today. These numbers will only be different if the client was reassigned from the Community Queue later than the date of the original referral. The third number, “in process,” is the number of days from the date the status of the referral was changed to “Pending - in Process” to today. Pending referrals with a status of “Pending - in Process” will display in green in the search results.

Referral Locations

Referral Fields

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