Set up Referrals

SUMMARY:

This process will give you the ability to control the manual and presumptive eligibility referrals within the system. 

Prerequisites

• Gather all necessary agency, organization, and staff information beforehand.

Steps / Actions

External Referrals

1. Manage Organizations:
   • Navigate to: Organizations->Manage Organizations
   • Use the Search feature to locate and edit existing organizations. Searches can be saved as defaults.
   • To add a new organization, click Add New Organization and fill in the required fields (marked with gold stars).
2. Referral-Specific Details:
   • Ensure the organization has:
     • A contact with "Referral Contact" checked
     • A valid email address.

Steps / Actions

Internal Referrals

1. Ensure staff handling manual referrals:
   • Have valid emails.
   • Have "Include in Internal Referrals" checked.
2. Reassigning Referrals:
   • Users with permission can reassign internal or external referrals:
     • Navigate to: Staff | Donor | Volunteer → Manage Staff Access → Staff → Can Transfer Referrals.

3. Presumptive Eligibility: For agencies using presumptive eligibility

• Assign:

• Program Facilitator/Case Manager (for agency locations).
• Other Provider Contact (for other provider locations at Program Instance level).

4. Managed Items

• Users with permission can reassign internal or external referrals:

• Navigate to Admin>Managed Items>Managed List Items. Add a managed list item of “Referred To” under “referral doc. descriptions.”
• Navigate to Admin > Managed Items > Manage Content:
  1. If you want a URL linking to the referral to show, add a merge field for the referral link in the following:
     1. Internal Referral
     2. External Referral
     3. NonProgram External Referral
     4. NonProgram Internal Referral
     5. Presumptive Eligibility Referral (if applicable).
  2. Once you click on the edit, you will see “merge field” dropdown. Add the referral link field where you want it to show.
  3. Note: Do not edit the [[Referral-Link]] field once selected.

5. Email Information

• The referral email staff receive includes a URL linking to the referral details:
  • Signed-in users will be directed to the referral. If they aren’t signed in, they will need to sign in first.
  • External organization staff must reset their password on the first login and can only view referrals sent to them.

• Inform staff that email is not secure. A warning message will appear when using the email icon.