Processing Referrals (Participating Shelter Providers)

Modified on Thu, 16 Oct at 2:59 PM

*NOTE: Unpublished this article now that most folks are taking referrals from FDAs.

Use this guide if your project accepts referrals from Lane County. At this time, providers are not able to create referrals to other projects.

Types of Referral Outcomes:

Accepted: Client has been contacted and has indicated they want to be housed in this project.
Accepted on the Waitlist: (The Annex ONLY) Referral has been sent from the Family Shelter Cognito form and The Annex providers add these referrals to their internal waitlist.
Declined: The client was unable to be contacted, did not want to be enrolled in the project, was no longer eligible for the project, or the provider is declining the referral for some other eligibility-related reason. (If choosing this option – please provide more information in the “If Canceled or Declined, Reason” section)
Cancelled: There was an error on the county end in making the referral or an error on the provider end in requesting the referral. (If choosing this option – please provide more information in the “If Canceled or Declined, Reason” section)

Processing a Referral

In ShelterPoint, open the Unit List for your Project. You will see the referred client at the bottom of the Unit List in the Outstanding Referrals section.

Click on the (Client ID) Client Name in the list

Review the Client record
- Are they housed now?
- Are they already in another non-congregate shelter?
Contact the Client and go through your eligibility screening criteria

Back in ShelterPoint, open the Unit List to Accept or Decline the referral

To ACCEPT
- If you are accepting this referral, click on the Check-In icon to begin the enrollment.
  
  Note: Checking the client into your project automatically closes the referral as Accepted with “Needs Fully Met”.
To DECLINE
- If you are declining this referral, click in the pencil icon to edit the Referral Outcome.
- Complete the Referral Outcome (Declined)
- The Reason (must be completed)

Complete this step by clicking on Save Referral Information

Referral Report

Open reports from your Left Navigation panel

There are three sections in the Report Dashboard

In the Provider Reports section, click on Referrals

Complete the Prompts

Provider: This will default to your ADMIN provider. To run the report for one project in your Agency, click search and select the name of your project. To run a report for all projects in your Agency, leave the ADMIN provider and click on the This provider AND its subordinates radio button.

Referral Type: Incoming referrals to provider

Referral Status: Outstanding will return open referrals you have not yet accepted or declined. ALL returns all referral activity.

Referral Outcome: –All- is recommended.

Sort Order: Allow to decide how the table will be ordered.

Once you have completed the prompts, click on Build Report.

Once the report runs, you can Export Report to a .csv file which opens in Excel. You can save as .xlsx file type if you want to.