Global Referrals Tab: Incoming Referrals (New Clarity Interface)

Overview

The Incoming Referrals tab is available in the global Referrals tab. It includes all incoming referrals for an agency, including those referrals with a “Pending," “Pending - in Process," “Completed,” “Denied,” or “Expired” status.

This article contains the following sections:

• Options to Refine Search Results

• Referral Status

• Community Referral Threshold

• Referral Record

• Additional Actions

• Audit Log

• Icons & Tooltips

Options to Refine Search Results

The Incoming Referrals page includes multiple options to refine and view search results:

• A search bar

• Filters

• Sorting options

• A column selector. 

Search Bar

The Incoming Referrals page includes a Search bar.

Users can search by:

• Client name
• Program name.

Filters

Users can add a filter by clicking on the filter icon.

• Users can filter by:
  • Referral Status 
  • Program
  • Referred by Agency
  • Project Type
  • Eligible Clients
  • Tracked Characteristic 
  • Assessment Name
  • Assessment Processor
  • Score range
  • Referral Date Range

Selected Filters will display in the Search bar.

By default, the page loads the Incoming Referrals tab with a filter for referrals with a “Pending” or a “Pending - in Process” status. The page can be filtered to show referrals with “Completed,” “Denied,” or “Expired” status.

Sorting Options

The Incoming Referrals table includes multi-layer sorting. 

Users can sort by:

• Referral Status
• Program
• Referred by Agency
• Project Type
• Eligible Clients
• Tracked Characteristic - list each one
• Referral Date
• Case Manager
• User Creating
• Assessment Name
• Assessment Processor
• Score Range
• Assessment Score
• Days Pending
• Days In Process
• Last Activity

Users can utilize the checkboxes to add or remove sort options and the arrows to set the sort direction. Use the drag and drop method to move the sort options up or down or use “Clear All” to remove all sort options.

Column Selector

The Incoming Referrals page includes a column selector. 

The Incoming Referrals column shows the following by default:

• Client
  • Client's Name
  • Referred by: Agency
• Program
  • Name of Program
  • Program's Agency
• User Creating
  • User Home Agency
• Tracked Characteristics
• Status
• Referral Date
• Days Pending

The following are also available:

• Case Manager
• Days In Process
• Last Activity
• Qualified
• Assessment Name
• Assessment Processor
• Score Range
• Assessment Score
• Latest Note

The table is responsive to the user’s screen size. Columns shift between visible and collapsed as the screen size changes.

The selections made in the column selector are saved in the user’s browser and determine what they see the next time they view that screen. Please refer to the Client Record Overview article for more details.

Referral Status

The Incoming Referrals tab has a summary of the user's agencies' referrals, organized by status. There is a Referral Status chart in the sidebar.

• The chart has a date range picker for the user to select a timeframe.
  • By default the date range is set to the Last 30 days, based on the current date.

• The chart displays by default, but can be collapsed when the user clicks the information icon in the secondary title bar.

Community Referral Threshold

When a referral to a Community Queue is reassigned to a program, it will appear in the Incoming Referrals tab on its Reassignment Date and will be assigned a “Pending” status.

How long it stays in the Incoming Referrals tab depends on the queue’s Community Referral Threshold setting, which is set by system administrators in Referral Settings. Once the referral threshold period has passed, the referral status will change to “Expired,” and the referral will display with a "Denied" status. The system will generate a new referral with the information associated with the original referral, but with a different referral ID.

Referral Record

Users with the appropriate access can edit or view a referral record from the Incoming Referrals tab.

When the user clicks on a client referral record from Incoming Referrals tab, it opens the associated screen of the referral. The information displayed and/or editable is based on sharing and access role permissions, as well as the referral status.

At the top of the referral screen, the type of referral, status of the referral, and any additional details display in the information box.

For referrals where the “Check-In” button applies, it will be located in the information box. When a user clicks the check-in button, the Last Activity Date will update to the date of the check-in.

When a referral is opened from the global Referrals tab, a "View Client" button to navigate to the client record is also in the header.

The sections of the referral are:

• Referral
• Notes
• History

View and Edit Referrals 

The Referral page is where the end user can, with the appropriate access, edit the referral, manage the privacy of the referral, make Referral Connections, delete the referral, and/or access the audit log for the referral. 

The Edit referral details section includes (depending on referral type and status):

• Referred Program
• Referred to Agency
• Referring Agency
• 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

Notes Section

The Notes section of any referral includes a list 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 Actions

An action menu for incoming referrals includes:

• Referral Connections (click link for more information)
• View Audit Log (requires System Administrator access)
• Delete (may require additional access rights)

Audit Log

The "View Audit Log" option can be clicked by a system administrator with audit log access rights on the Edit referral details page. A log of all changes to the referral is displayed.

Icons & Tooltips

Icon	Icon/Tooltip Name	Tooltip	Icon Location
	Action menu, also known as: 3 dots vertical ellipsis kebab	"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 box
	Column Selector	"Show/hide fields"	All Screens: typically paired with a search bar
	Completed Status	(no tooltip)	Referral Status column; Referral record: Information box
	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 box
	Edit	“Edit”	All Screens: anywhere the “Edit” option occurs
	Expired Status	(no tooltip)	Referral Status column; Referral record: Information box
	Filter	"Add a filter"	All Screens: typically paired with a search bar
	Incoming Referrals	(no tooltip)	Global Referrals tab: Incoming Referrals tab
	Note	“Note [formatted note text]”	Referrals tab
	Pending Status	(no tooltip)	Referral Status column; Referral record: Information box
	Pending - In Process Status	(no tooltip)	Referral Status column; Referral record: Information box
	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 box
	Referral Connections	(no tooltip)	Action Menu option on Edit referral details page
	Search	"Search"	All Screens:  typically paired with a search bar also available in the top right corner at all times for client searches
	Sort	"Configure sorting"	All Screens; typically to the right of a Search bar
	View Audit Log	(no tooltip)	Any screen where audit log functionality is available; visibility is dependent on access rights

Updated: 02/22/2026