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Known Issues & Current Status

Referrals Form

  • Updated

SUMMARY: 

empowOR’s Supplemental Forms collect participant data required by programs, agencies, or funders, each addressing a specific topic. The Referrals Supplemental Form allows agency staff to make and track referrals for participants or households to internal staff, programs, or external organizations, providing visibility into past referrals and their statuses.

Accessing the Referrals Supplemental Form

An Administrator must first add the form to a Work Template via:

  • Admin → Work Templates. Choose the work template to add the form to.
  • Once the desired work template is open, navigate to the Forms tab.
  • Select “Referrals” from the drop-down list
  • Save the changes

Once added, staff can access it by selecting a household, choosing the applicable work template, and clicking on Referrals.

Using the Referrals Supplemental Form

Upon opening, the form displays:

  • Household Information at the top
  • Referral Details (new and previous referrals) below

Key Fields:

  • Referral Date – Date referral was created
  • Applies To – Household members included in the referral
  • Referred To Contact – Name of the staff person (for internal referrals) or external organization and name of the person receiving the referral
  • Referred To Program – Name of the internal program, if applicable
  • Referred By – Name of the person creating the referral
  • Source – The location in empowOR where the Referral was created.
  • Status – Current status of the referral (e.g., In Process, Completed)
  • Received Services – Indicates if services were received following the referral

Searching Referrals

Users can filter referrals using criteria such as:

  • Referral Status (e.g., Canceled, Completed, On Hold)
  • Referred To Contact (name or partial name search)
  • Referred To Program (internal programs set up for referrals)
  • Referral Source (where the referral originated)
  • Date From (filters to Referrals made on or after the date)
  • Date To (filters Referrals made on or before the date)
  • Referred By Me (filters to referrals created by the user)
  • Include Archived (includes previously archived referrals)

Entering a New Referral

  1. Click the green + button next to "Referrals” below the Household Information.
  2. The Manage Household Referrals page opens.
  3. Complete the required fields (marked by a * in empowOR):
    • Referral Date (defaults to the current date)
    • Participants for Referral (select applicable household members)
    • Refer To (choose from Program, Internal Staff, or External Organization)
    • Referral Status (new referrals default to “Referral Created”)
    • Initial Contact Date (Optional; date of initial contact with the Household/Participant) 
    • Received Services (Optional; select if Referral Household/Participant has received services as a result of the Referral)
    • Response Info (Optional; open field to record additional information)
    • Domain Tags (Optional; method of restricting access to Referral based on domain tag(s) assigned)
  4. Click SAVE to generate an email template. The email template is managed by an Administrator. Can be adjusted at Admin -> Managed Items -> Manage Content (i.e. emails)
  5. Attach documents if needed (Note: Documents are only stored in empowOR for security. They will not be attached to the email).
  6. Click SEND EMAIL AND CLOSE to finalize.

Managing Referrals

  • Edit a referral using the edit icon
  • Archive a mistaken referral using the archive icon

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