Setup for Referrals in Administration

Referrals needs to be setup in 2 locations:

1. In the Administrator Tab, under the User/Program Profiles link, select to edit a specific program

a. You can individually set a program to receive referrals and send referrals

b. You can also setup the email address that will receive the notification when a referral is made to that program

2. Within a permission set, you can setup user access to:

  1. Create referrals for a program
  2. Accept referrals for a program
  3. Reject referrals for a program
  4. Edit referrals for a program

Creating a New Referral

Referrals are created from the Tier 1 level. To create a new referral:

  1. Under the My Apricot tab, navigate to your client profile
  2. Next, select the client you want to refer
  1. Within the Client document folder, click the three vertical menu dots
  2. Select "Create Referral"
  3. Choose a Program (a program selection is required before continuing)

Once the program is select you will be able to select the owner and the records within the folder to be referred:

  1. Your referral will be automatically set the "Current Owner", or user
  2. Forms to Transfer: This option is a checkbox field that allows you to select individual tier 2 records within the folder to refer
  3. Select "Submit" to complete Referral

Bulk Creating a New Referral

Referrals can also be created for more than one Tier 1 at a time.

1. Navigate to your client profile and search to narrow down the list of people to the ones you want to refer.

2. Select the Create Referral button from the Search Actions menu on the right.

3. Select the individual referral items that are specific to the group of people you are referring and then select the Send button:

  1. The program you are referring the client to
  2. The forms that will be shared as part of the referral
  3. Any notes you have about the referral

Creating an External Referral

Navigate to your client profile.

Narrow down the list of clients to help find the client for whom you are creating a referral.

Select the client you want to refer.

Select the Create Referral button from the folder navigation menu on the right of the screen

*Note* You will need to have referrals enabled for each program and each permission set before you can use this feature. Otherwise, you will have no options in the "Program Referring To" dropdown.

Select the External Referral button in the bottom left corner.

Select the individual referral items that are specific to the person you are referring and then select the Send button

  1. The email address of the outside referral agency
  2. Any notes you have about the referral

Accepting and Rejecting Referrals

Once a referral has been created, a person from the program that the client is being referred to will need to accept or reject the pending referral.

1. Navigate to the My Referrals section of the application from the My Referrals link on the left navigation.

2. Find the pending referral that you want to accept or reject.

3. Select the Accept button or Reject button accordingly.

Accepting and Rejecting Referrals with Changes

After a referral has been created, certain items can be edited before accepting or rejecting the referral.

  1. Navigate to the My Referrals section of the application from the My Referrals link on the left navigation .

2. Find the pending referral to accept or reject.

3. Select the Edit button.

4. Update the fields necessary and then select the Accept or Reject button:

  1. The owner can be changed
  2. The forms being shared can be changed
  3. The notes field can be updated with text specific to the acceptance or rejection


 Bulk Accepting and Rejecting Referrals

If you know you are going to accept or reject multiple referrals, you can use the filter to narrow down the list to the ones you want to accept all or reject all and then bulk update with the appropriate action.

1. Navigate to the My Referrals section of the application from the My Referrals link on the left navigation.

2. Use the filter to narrow down your list to only those you want to perform the bulk action on.

3. Select the action you want to take and then select the Bulk Update button

View All Accepted and Rejected Referrals

A user can view all accepted and rejected referrals that are associated with his or her programs.

1. Navigate to the My Referrals section of the application from the My Referrals link on the left navigation.

2. Find and select the Referral History tab.

View Accepted, Rejected, and Pending Referral Details for A Client

1. Navigate to your client profile.

2. Select the client you want to view referral information for.

3. Open the Referrals section on the document folder.

4. To view additional details on a referral from this screen, the user needs to select a referral to go to its referral’s detail page.

 

Exporting Referral Information

A user can export referral information from the My Referrals Page or the Referrals History Page.

1. Navigate to the My Referrals section of the application from the My Referrals link on the left navigation.

2. Filter for the information you want to export on either the My Referrals tab or the Referrals History tab, and then select the Export button.

3. Select the type of export you want to create, and then select the Export button.

Email Notifications for Referrals

Two types of email notifications exist for referrals. 

  1. Referral emails are sent when a program receives a new referral. This email is sent to the designated email address setup on the program page for that program
  2. Referral emails are sent when a referral is accepted or rejected. This email is sent to the person who created the referral.
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