This article is for the new Clarity interface. Screenshots and descriptions will be updated as features are released.
Table of Contents
Video Resources
Click play for a brief overview:
Overview
Users can review a client's complete referral history in the client record Referrals workspace. Referral details, along with any relevant icons and tooltips, are displayed in the default view.
Options to Refine Search Results
The Referrals workspace includes multiple options to refine and view a client's referrals:
- A Search bar
- Filters
- A Column Selector
Search Bar
The Referrals workspace includes a search bar that allows users to search by:
- Program Name
- Referred to Agency Name
- Referred by Agency Name
Filters
Users can filter the referrals list by clicking on the Filter icon to the right of the Search bar by:
- Referral Status
- Program Name
- Referred To Agency Name
- Referred By Agency Name
Multi-select Filters
Multi-select filters allow users to select one or more values for a single filter in a single step.
When you select a filter that has multiple options, a filter menu appears with all available values for the field. Click Apply when you have made your selections. Once you have selected one filter, you can add more if needed.
When multiple values are selected in the same field filter, the system uses OR logic to filter results that contain any of those values.
- OR logic only applies to multiple values selected within the same field filter.
- Per current functionality, the system will use AND logic across multiple field filters.
For more information about using multi-select filters, refer to the Client Record Overview (New Clarity Interface) article.
Column Selector
Users can click on the column selector to customize their view.
The column selector includes Available Fields that can be added to the Visible Fields or Collapsed Fields sections. Refer to the Client Record Overview article for more details.
Referral Record
Users with the appropriate access can edit or view a referral record from the client's Referrals workspace.
When the user clicks a client referral record, it opens the referral's associated workspace, whether referral is active in the Community Queue, a pending referral to a program, or a completed/expired/denied/snoozed referral.
The information displayed and/or editable is based on sharing and access role permissions, as well as the referral's status.
The sections of the referral are:
Information Bar
At the top of the referral workspace, the referral type, status, and any additional details are displayed in an Information bar. For referrals where the Check-In button applies, it will be located in the Information bar.
When a user clicks the Check-In button, the Last Activity Date will be updated to the check-in date.
An additional Check-In button is located on the Active Referrals card that appears at the top of the Client Details cards when the client has a pending referral.
More information about Check-In buttons can be found in the Check-In Details section of this article.
Referral Details
The Referral: Edit referral details section is where the user with appropriate access can edit the referral, manage its privacy, make Referral Connections, delete the referral, and/or access the referral's audit log.
Users with the appropriate access can edit or view a referral record by clicking the Edit icon on the referral record.
The Referral: Edit referral details section includes (depending on referral type and status):
- Referred Program
- Referred to Agency
- Referring Agency
- Referred Unit
- Referred Date
- Days Pending
- In Process
- Qualified
- [Assessment Processor Name] Score
- Referred by Staff
- Case Manager
- Last Activity
- Current Status
- If Denied:
- Denied By Type
- Denied Date
- Denied by
- Denied Reason
- Denial Information
- Send to Community Queue
- Hide from customer portal toggle.
Users can edit the appropriate details and then click Save.
Notes Section
The Notes section of any referral includes a history of notes and the ability to add notes.
History Section
The History section of any referral includes a complete history of all actions taken for the referral.
Additional Referral Actions
An Action Menu for program referrals includes:
- Referral Connections
- View Audit Log (requires System Admin access)
- Delete (may require additional access rights).
Check-In Details
Check-In buttons provide users with a single-click action to keep referrals active. There are Check-In buttons on applicable Referral records and on the Active Referral(s) card.
Check-In Button on Referral Records
The Check-In button will be visible on the Information bar when:
- The referral is to a community queue or is a direct program referral (i.e. direct referrals from the Referrals workspace or from Eligibility Determination)
AND - The user has access rights permissions Edit Agency Referral and/or Edit Any Agency Referral.
The following actions take place when the user clicks a Check-In button on a referral record:
- The clock resets for the referral and the client will remain active in the community queue referral or the currently pending direct program referral.
- For each affected referral, the Last Activity date updates to today's date.
Check-In Button on Active Referral(s) Card
An Active Referral(s) card is available on the right side of a client's Profile page when certain conditions are met and visible from all workspaces on a client's record, including the Referrals workspace. The Check-In button on the Active Referral(s) card gives users a single-click Check-In button that resets the Last Activity date across all Pending status referrals for the client at once.
The card is visible only when the following three conditions are simultaneously met:
- The Display Client Profile 'Check-in' button setting is enabled in Referral Settings (this existing toggle defaults to On)
AND - The client has at least one qualifying pending referral
AND - The viewing user has Edit Agency Referral access rights and/or Edit Any Agency Referral access rights enabled for their access role.
The card title is Active Referral when the client has exactly one qualifying pending referral, and Active Referrals when the client has more than one. The card subtitle is always:
"Restart the clock for all active referrals."
The card contains a single Check-In button. No other actions or information are available on this card.
For more details on the Active Referral(s) card Check-In button, refer to the Client Record Overview (New Clarity Interface) article.
Audit Log
Select the View Audit Log option from the Action Menu on the Referral: Edit referral details section to review a log of all changes to the referral.
Audit Logs throughout the system are available to system administrators with the Audit Log access right. Refer to the Rights Glossary for Access Roles article for full details on access rights.
Check-In Logs
Each time a Check-In action is completed successfully, an entry is added to each referral’s individual audit log. For Check-In actions completed from the Active Referral(s) card, a single entry is added to the client’s profile audit log, no matter how many pending referrals were updated.
Icons & Tooltips
|
Icon |
Icon/Tooltip Name |
Tooltip |
Icon Location |
|
|
Action Menu, also known as:
|
"Show more actions" |
All Screens: typically on the far right of a screen or section |
|
|
Add |
“Add” |
All Screens: anywhere the Add option occurs |
|
|
Arrows/Dropdown | (no tooltip) | All Screens: Anywhere you see this icon, you can click to collapse or expand the section |
|
|
Check-In | (no tooltip) | Referral record: Information bar |
|
|
Column Selector |
"Show/hide fields" |
All Screens: typically paired with a search bar |
|
|
Completed Status |
(no tooltip) |
Referral Status column; Referral record: Information bar |
|
|
Date |
(no tooltip) |
Anywhere a Date appears |
|
|
Delete |
“Delete” |
All Screens: anywhere the Delete option occurs |
|
|
Denied Status |
(no tooltip) |
Referral Status column; Referral record: Information bar |
|
|
Edit |
“Edit” |
All Screens: anywhere the Edit option occurs |
|
|
Expired Status |
(no tooltip) |
Referral Status column; Referral record: Information bar |
|
|
Filter |
"Add a filter" |
All Screens: typically paired with a search bar |
|
Note | “Note [formatted note text]” | Referrals list |
|
|
Pending Status | (no tooltip) | Referral Status column; Referral record: Information bar |
|
|
Pending - In Process Status | (no tooltip) | Referral Status column; Referral record: Information bar |
|
Privacy - Private |
Varies depending on screen; example from client profile: “Private Client data is not shared.” |
Referral record; All Screens within the client record |
|
|
Privacy - Public |
Varies depending on screen; example from client profile: “Public Client data is shared.” |
Referral record; All Screens within the client record |
|
|
Referral Alert | (no tooltip) | Referral record: Information bar |
|
Referral Connections | (no tooltip) | Action Menu option on Referrals: Edit referral details workspace |
|
|
Referrals menu item |
"Referrals" |
Client Navigation Menu: Referrals |
|
|
Search |
"Search" |
All Screens:
|
|
|
Tracked Characteristic |
“Characteristic(s) - [list of applicable tracked characteristics].” |
Referrals workspace, and anywhere a tracked characteristic is found |
|
|
View Audit Log |
(no tooltip) |
Action Menu option; Any screen where audit log functionality is available; visibility is dependent on access rights |
Additional Resources
For more information about client-level referrals, see the following articles:-
Creating and Managing Program Enrollments (New Clarity Interface) - includes details on making referrals within the program-level Assessments workspace (with or without a referral).
- Client Referrals: Direct Referrals (New Clarity Interface) - includes details on making direct referrals in the client-level Referrals workspace.
- Assessments: Direct Referrals (New Clarity Interface) - includes details on making direct referrals in the client-level Assessments workspace. This article also includes additional information on direct referrals from the program-level Assessments workspace.
- Assessments: Community Queue Referrals (New Clarity Interface) - includes specific details on making referrals to the Community Queue from the program-level Assessments workspace.
Refer to the following articles for general referral details:
- Introduction to Making Referrals (New Clarity Interface)
- Referral Connections (New Clarity Interface)
- Referral Details Glossary (New Clarity Interface)
- Referral History (New Clarity Interface)
- Referral Status Updates (New Clarity Interface)
Refer to the following article for an overview of the global Referrals module and check out the additional resources linked!
Updated: 10/01/2026