Recording and Managing Referrals in the Client Record
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  3. Recording and Managing Referrals in the Client Record

Direct Referrals from the Assessments Tab

 

The system offers 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 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. If you are unsure which assessment to use, check with your local system administrator.

 

*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.


If the assessment screen is configured to display alternate text for the assessment processor, the alternate text will display instead of the score. 

 

If no assessment processor is assigned to the assessment screen, only the eligible and ineligible (if applicable) programs will display. 

 

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 for which the client is not eligible. 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

 

You can filter the results by Category (based on the Program Type  field), Agency, and Availability (managed in the REFERRALS tab ).

 

Select the expand icon for the program to which you would like to refer the client. This will display program details, including available openings based on the Attendance Module

 

Click DOC REQUIREMENTS to display a list of any applicable documentation requirements for the program. 

You can make a referral to a program; or, if the program is within your agency and the client is eligible, you can 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. 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.

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

If desired, you can return to a saved assessment later to send a referral. From the ASSESSMENTS tab in the client record, locate the saved assessment in the ASSESSMENT HISTORY section. Click ELIGIBILITY.


You’ll be directed to PROGRAM ELIGIBILITY DETERMINATION, where you can send a referral.