Internal referrals enable users to refer a client or participant from one program within your organization to another. For example, you could refer a client from a mental health program to an employment assistance service, or connect a participant from a youth development program to an educational support initiative.
This process allows for the efficient exchange of relevant information, ensuring that the receiving program or service has a clear understanding of the client's needs and can provide tailored support. It also minimizes duplication of efforts and enhances the overall coordination of services within the organization.
Follow the steps listed below to learn how to refer Tier 1 records from one Apricot program to another in your database.
Step 1: Navigate to a Document Folder
In the "My Apricot" tab, expand the Search Records category of the navigation bar and select a Tier 1 form name.
Locate the Tier 1 record you want to refer to another program and click any gray text in that row to view its Document Folder.
Step 2: Submit a referral
Click the kebab menu (or three-dot icon) at the top-right of the Document Folder to open a menu and select "Create Referral".
The "Referral Action" pop-up window will appear for you to choose which program to refer the Tier 1 record to. The "Program Referring To" dropdown will only include programs that are configured to receive referrals and programs that the record isn't already assigned to.
After this first selection, you'll be able to select the "owner" of the referral from a dropdown that lists users in the program with access to referrals. The "Forms to Transfer" checkbox field also determines which Tier 2 records are sent to the referred program along with the Tier 1 record.
Click "Submit" to close the pop-up window and complete the referral.
Step 3 (optional): Refer participants in bulk
Users with the "Administrator" user type are able to bulk create referrals for more than one Tier 1 records at a time. "Standard Users" are unable to access this feature even if they have other administrative access.
On the Tier 1 form's Record Search page, add Search Fields from the dropdown to narrow down the list of results to only include the group of participants you want to refer at once.
Once you've confirmed that all records listed on this page should be referred to a new program, select "Create Referral" from the Search Actions palette.
Select the program you're referring this group of records to and which Tier 2 records should be transferred with them. You can add any notes you have about the bulk referral in the text box as well before clicking "Send" to complete the referral.
