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

Referral Details Glossary

 

Depending on where a referral is accessed (from the ASSESSMENTS tab, the REFERRALS tab, or the HISTORY tab in the client record; from the REFERRAL: EDIT page or the REFERRAL: ASSIGN page; or in the search results on the Global REFERRALS tab), different referral details will be viewable and editable. The table below describes the various referral fields and indicates which of them 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 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 matchmaker 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

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.
    • "total" and "pending" will only be different if the client was reassigned from the Community Queue later than the date of the original referral.
  • “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.