Processing a Referral from Coordinated Entry

How to Process an FDA Referral from Coordinated Entry

As a TH, RRH or PSH Provider, you will email the Coordinated Entry Lead with a request for a CWL referral when you have a current or upcoming vacancy in your project. ES providers will automatically receive referrals.

The Coordinated Entry Lead will review the most recent Central Waitlist (CWL) and:

• Create a referral in HMIS for the Head of Household referred to your project
• Send you the Client ID for the Head of Household
• You have two weeks to process a referral

Instructions for:

• ES, TH or PSH Providers
• RRH Providers
• Referral Report     
• Case Managers and Case Plans Tabs  

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)

ES, TH or PSH Providers

In ClientPoint:

• Review the Client’s record and determine eligibility. 
• Confirm that all the household members are associated with the Head of Household in ClientPoint on the Households tab.
    
• In ShelterPoint, open the Unit List. You will see the referred client at the bottom of the Unit List in the Outstanding Referrals section.
  

If you are accepting this referral, click on the Check-In icon to begin the enrollment. Checking the client into your project automatically closes the referral as “Needs Fully Met”.

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

RRH Providers

In ClientPoint:

• Review the Client’s record and determine eligibility. 
• Confirm that all the household members are associated with the Head of Household in ClientPoint on the Households tab.
  
   
• Go to Outstanding Referrals on the Client Summary page or go to the Services Transactions tab. The following workflow is for the Services Transactions route: 
  • From the Dashboard, go to View Entire Service History
  • Click on the Referrals tab
     
  • From the Previous Referrals list, click on the pencil icon to begin processing the referral.  

If you are accepting this referral:

• Update the Referral Outcome to Accepted  
• Change the Needs Status to “In Progress”
  
• Complete by clicking on Save Referral Information
• Begin your Entry/Exit workflow for RRH

If you are declining this referral:

• Update the Referral Outcome to Declined and list your reason
   
• Leave the needs status as “Identified”
   
• Complete by clicking on Save Referral Information

Documenting effort of attempt

• Documentation of each effort is to be added as a Case Note in the Head of Household’s HMIS record by either the provider receiving the referral or Lane County Coordinated Entry Outreach staff:
  • A minimum of 6 attempts to contact (via phone or email) will be made to the contact info provided in the household’s Front Door Assessment. If an Emergency Contact is listed, contact with them should be attempted as well.

  • A message is left with any providers the household has an open HMIS entry with as well as the provider who conducted the household’s Front Door Assessment.       

  
  

Referral Report 

Open reports from your Left Navigation panel.  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 find you’re the Provider name. To run a report for all projects in your Agency, leave the ADMIN provider and click on This provider AND its subordinates

Referral Type: Incoming referrals to provider

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

Referral Outcome: If you select ALL, then you'll need to complete this section. Selecting -All- from the dropdown is recommended.

Date Range: This will likely be the first day of the fiscal year

Sort Order: This allows you to decide how the table will be ordered.

Once you have completed the prompts, click on Build Report. You can Export Report to a .csv file which opens in Excel. You can save as .xlsx file type if you want to.