AESuniversity Setting up Referrals

Referral Setup What is a Referral? What do you want out of Referrals? Ways to set up a Referral System User process of creating client referral Setup Process

To direct for information or anything required To direct the attention or thoughts of To hand over or submit for information, consideration, decision, etc. - dictionary.com refer

What do you want? A count or list of the Clients who have gotten a referral … plus the Program they were referred to … plus confirmation status and/or the results Notification to staff – or to external sources - when they receive a referral A way to select a Referral Source based on various criteria

Simplest Setup Create a Program Component in each Program you want to record Referral from Create one or more Activities in each one –Use Referral in the name of the Activity –Use Activity Type = Service Create Referral Milestone –Optional: create additional Milestone to measure confirmation or success of Referral Users will record Referral like any other Service –Results can be entered into Comments field

Referral System Setup Create Referral Categories –2 levels of categories are used Link Internal Programs to Category –Can link to multiple Categories Link Internal Program to Location & Contact –Security Level is set here for who will see this Program Create Activity in internal Program(s) Create External Referral Organizations –Each Organization can have multiple Locations & Contacts –Each Organization can have multiple Programs –Each Program is linked to Category & Location/Contact

User Referral pages A Referral page exists in three places –Encounter –Central Intake –Program Modules All 3 use the same Category and Resource setup Use ENCOUNTER to track referrals to people who will not become Clients Use CENTRAL INTAKE for referrals that are not linked to a specific Program, you can use an assessment to automatically determine eligibility Use PROGRAM Module to count referrals toward Program Goals

Referral User Process 1.Users select a Category 2.Select Sub-categories in Grid 3.Create Listing 4.Popup window displays all matching sources 5.Referral information displayed after save 6.Date Confirm appears after response is made

Response Process 1.Search for Referral record(s) 2.Matching Referrals display in Grid 3.Create Appointment 4.Create Response –Apply response to one or to multiple referral records –Response is available on Referral page with VIEW RESPONSE button

Referral Category Setup Use STDName page in System Library Categories are set up system-wide –May eventually have System/Region/Organization security There can be as many Categories as needed Each Category must have one sub-category, but can have as many as needed –Sub-categories are called STDName Each Category/STDName combination will be a choice for the User Category/STDName will not appear as a choice for the User unless there is a referral source linked to it

Category Setup Process 1.Create Category(ies) 2.Create sub-categories (STDNames) 3.All Categories are System-wide, but will appear only when a program is linked to it –Eventually Consent will be added to this page, with standard Consent Levels available 1 2

Link Internal Programs Use Details popup window on Program Setup page in Organization Library Make links for each Program that will have referrals made TO it Link one or more Category/STDName combinations Link one or more Location/Contact combinations –These are set up on the Locations page –Multiple Locations and/or Contacts can be linked –Consent Level set for each Location determines who will have selection available (System, region, organization, etc.) Create one or more Activities in each Program

Program Link Process 1.Click DETAILS to open popup window 2.Select Category/STDName combination in Grid –Multiple Categories may be linked 3.Use right arrow button to link it to Program 4.Select Location/ Contact combination –Contact can receive notification of referral 5.Select Consent level 6.Use right arrow button to link it to Program –Multiple Locations/ Contacts may be linked

Create Referral Activities Referral Activities are required for internal Programs and will appear in the Activity dropdown on Services Location popup 1.Make Referral Activity from existing Activity or create new Activity 2.Click ADD REFERRAL ACTIVITY button 3.Activity, Activity type, Standard name all assigned from existing Activity 4.Select Funding Code, enter Description 5.Click SAVE

Create External Sources Use External Locations page in Organization Library Create each external Organization –Type is a way to classify the organizations –Each one can have multiple Locations, Contacts and Programs –Set Consent Level to determine who will have access to this Organization Create one or more Locations –Set Consent level to determine who will have access to this Location Create one or more Contacts –Set address to send automatic notifications

External Source Setup Process 1.Create External Organization –Type not required, use to classify organizations –Consent = who will have this external organization on this page 2.Location is required –Multiple locations ok –Consent = who will have this location 3.Contact is required –Multiple contacts ok 4. address required if using notification

Create External Programs Use Programs page in Organization Library Program Name is what User will see in Activity dropdown when creating Client Referral Category is a way to classify the Programs Link one or more Category/STDName combinations Link one or more Location/Contact combinations –Multiple Locations and/or Contacts can be linked –Consent Level set for each Location determines who will have this selection available (System, region, organization, etc.)

External Program Setup Process 1.Create Program –Program Name is what User will see in dropdown –Multiple programs ok –Category not required 2.Select Category/STDName in Grid –Multiple Categories may be linked 3.Use right arrow button to link it to Program 4.Select Location/ Contact combination 5.Select Consent level 6.Use right arrow button to link it to Program –Multiple Locations/ Contacts may be linked

Using Referrals in Encounter Use Encounter to record Referrals for people who will not become Clients Can record multiple Referrals for one person Can use Response page

Encounter Referrals 1.Select Category 2.Select Category/STDName in Grid 3.Click SERVICE LOCATION to open popup window 4.Information is saved to page after referral is created

Using Referrals in Central Intake Use Central Intake to record referrals that do not tie directly to one Program A Program called Central Intake must be created, it can use any application An assessment can be created to use on the Profile/ Eligibility page Conditions can be set up for each STDName so that demographic information and assessment answers create automatic eligibility records on Referral page

Central Intake Referrals 1.Eligibility Listings can be created automatically 2.Referrals can be created without using Auto Eligibility as well 3.Consent is set for Eligibility Categories –All referrals in that Category will share the Consent Level –Can share Client Referrals between Organizations A Profile record must be created and saved in order to create a Referral for a Client 1 2 3

Using Referrals in Programs Use Program Referrals to link Referral and/or Confirmation to Program Goals Each Referral is linked to a Program Component and Milestone Clients can be referred to a Program or to a specific Activity within that Program

Program Level Referrals 1.Link Referral to Program Component and Milestone 2.Click on each Category in Eligibility to see related Referrals Referral and Referral Response will appear on Services page as Read Only Activities 1 2

Notification address is entered for Contact Contact will receive with link to web page

Web Response page web link Contact can fill out simple form and click SAVE

Respond to Referrals Internal Contacts can search for Referrals made to their Program Record response to one or multiple Referrals –This response will be available from the Referral page Once response is made, Date Confirmed will appear on Referral page and VIEW RESPONSE button opens popup window showing response Create appointments

Referral & Response page 1.Search for Referrals –Matching records appear in Grid 2.Create Appointment –Description & Comments will appear on Services page 3.Create Response –Apply response to one or to multiple referral records –Response is available on Referral page with VIEW RESPONSE button 1 2 3