Recording and Managing Referrals in the Client Record
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      2. Getting Started
      3. Recording and Managing Referrals in the Client Record

      Introduction to Making Referrals

      This article provides an overview of referrals and related resources.

      Overview

      The ability to refer clients to programs with or without eligibility criteria, match and prioritize those referrals based on specific criteria, and manage referrals across multiple programs is a key functionality of Clarity Human Services and an essential component of Coordinated Entry process management. 

      Referring Clients

      Clarity Human Services offers the following methods for making referrals:

      Type of referral

      Where to make the referral

      Refer client directly to a specific program regardless of eligibility criteria

      Client-level REFERRALS tab

      Refer the client directly to a program based on eligibility criteria

      Client-level ASSESSMENTS tab
      or Program-level Assessments tab

      For clients on a Community Queue, referrals will be reviewed for program eligibility and prioritization by a designated staff member, and can be reassigned to a program (and a Unit/Bed, if the community is using INVENTORY)

      Community Queue

      Refer the client to a specific Unit/Bed based on Unit eligibility criteria and Unit availability
      (If the community is using INVENTORY and has enabled the Unit Queue)

      Unit Queue

      Agency and Program Configurations for Referring to Programs

      When referring a client to a program using the method explained above, certain agency and program configurations must be in place for a program to show up as a referral option:

      • Continuum of Care: The Continuum of Care in the Agency Overview must be the same for the referring and referred-to agency (the system does not look at the Continuum of Care field for the program).  
      • Public Listing: For referrals made at the Client-level Referrals tab, the Client-level Assessments tab, or the Program-level Assessments tab, Public Listing must be set as either “Public” or “Agency” for the program being referred to. If set as "Public," the program will populate as an option for all agencies. If set as "Agency", it will only populate for staff members at the agency (or switched into agency). If an agency has no programs with Public Listing configured to be shared with the agency or publicly, it will not populate the drop-down menu. Please note: The Public Listing program setting does not impact referrals that are re-assigned from the Community Queue.
      • Eligibility: Eligibility must be toggled on for programs that are basing referrals on eligibility criteria (requirements added in the program's Program Eligibility section will determine if clients display as eligible for that program. For more information see Program Eligibility.)
      • Sharing: Service/Programs/Assessments Placed must be set to "Basic Shared" or "Full Shared" for the program being referred to. Sharing visibility for the Assessment impacts referral methods that require an assessment.

      Additional Resources

      Please see the System Administration series of articles on Referrals and the Community Queue for details on system configuring options and requirements for making referrals. 

      The following articles provide details on end user referral workflows:


      Updated: 11/13/2024