Incoming Referrals: Clients Module

Incoming Referrals: Clients Module

This article explains how to respond to Referrals sent by Centralized Intake for the following project types, which utilize the Clients Module for data entry:
  1. Rapid Rehousing (RRH)
  2. Scattered-site Permanent Supportive Housing (PSH)

HOW TO LOCATE INCOMING REFERRALS

Referrals sent by Centralized Intake to programs that utilize the Clients Module (currently, RRH and scattered-site PSH) must be accessed on the client level. To address an incoming referral sent for a household, it is recommended to address it by accessing the Head of Household's profile.
Any incoming referrals will be listed in Service Transactions tab of the client's profile.

To locate the incoming Referral from Centralized Intake:

1. Go to the client's (or Head of Household's) profile. Typically, Centralized Intake will send the name and/or CMIS ID number of the client when a Referral is sent.

2. Click the "Service Transactions" tab.


3. Click the "View Entire Service History" button.


4. If the client's Service History is too crowded and/or the Referral is difficult to locate, use the "Referrals" tab to narrow down the items to just the history of Referrals that were sent for the client.



HOW TO UPDATE THE OUTCOME OF AN INCOMING REFERRAL



1. Click the pencil edit icon next to the Referral that is being updated.


2. The Edit Referral Data window will appear. Update the Referral Outcome, located under the Household Members and Need Information sections, in the "Referral Data" box.


  1. Select Accepted if your organization has accepted the Referral and will be enrolling the client under an Entry/Exit for the specific project type.
    1. This means that if the client was referred to one RRH project but the client will be enrolled into a different RRH project, the Referral can still be marked as Accepted since the service will still be provided.
  2. Select Declined if your organization is choosing not to proceed with the client's Referral for any reason.
  3. Select Canceled if your organization cannot proceed with the client's Referral due to a decision on the client's side.
3. If "Declined" or "Canceled" is selected for the Referral Outcome, another assessment line appears that says, "If Canceled or Declined, Reason". Select the option that best matches why the Referral was not accepted.



Options available for "If Canceled or Declined, Reason":
  1. Client Not Eligible
  2. Client Refused Service
  3. Client Was a No-Show
  4. Service Does Not Exist
  5. Service Not Accessible
4. No other information on the Edit Referral Data page needs to be updated. Click the Save Referral Information at the bottom of the window to update the Referral.

5. If the Referral was Accepted, proceed with data entry by enrolling the client into a project through the Entry/Exit tab.

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