In this article, we will provide an overview of the Referrals module for County Board Staff users. If you're looking for an overview of the providers portal of the Referrals module, check out the Provider's Portal Guide: Provider Referrals Knowledge Base article.
The Referrals module will allow you to create referrals for individuals you serve, post them to an online portal that all of your providers can access, and gather responses from all interested providers. Providers will be able to sign up for notifications so that they never miss an opportunity to serve someone in your county.
To add the Referrals module to your Brittco system, go to Accounts Settings and click the Edit Settings button at the top right side of the page. Next, scroll down to the Modules section of the Basic Information tab, add a check to the Provider Referrals checkbox, and click the Update Settings button.
Note: You will also need to reach out to Brittco Support at support@brittcosoftware.com to make the module accessible to provider admin in your Brittco system.
To learn more about adding provider admin to your Brittco system, please see the Setting Up Users for a Provider – Brittco Software Help & Learning (zendesk.com) Knowledge Base article.
Once your settings have been updated, the Referrals module will appear in the navigation menu in the left sidebar under the Documentation group of modules.
Referrals Module Overview
The main Referrals page has an Active / In Progress tab and a Closed tab. The Active / In Progress tab includes all referrals that are in Draft, Active or Expired status.
The Closed tab shows all referrals that have an Outcome and are no longer open to receive provider responses.
You can access the details and select various actions for both Active / In Progress and Closed referrals by clicking the View or Edit button to the far right of each referral.
Creating Referrals
To add a new referral, go to the Referrals module and click the +Create New Referral button toward the top right side of the page. On the Create a New Referral pop-up window add a Client, Service(s) and click the Create Referral button.
Next, you'll land on the edit page for that referral where you'll need to enter the Service Information. The Service(s) and Funding Source fields align with what is listed in the OhioISP. Once the Service Information has been filled out, you can Save the referral as a draft or click Actions and Post or Delete the referral.
If you select Actions > Post, the Post Referral pop-up window will appear where you'll need to enter the Expiration Date for the referral. Expired referrals can be reposted by clicking Actions > Re-Post from the View screen of an expired referral. You will be able to see expired referrals from the Active / In Progress tab of the Referrals module.
Once a referral is posted, it will appear on the Active / In Progress tab for providers, and they can immediately start sending responses. From the View screen of an Active referral, you can Share Responses, Edit, or Close a referral.
When you select Actions > Share Responses, the Share Responses pop-up window will appear, and you can enter the email addresses of individuals you would like to share the responses for that referral with.
When you select Actions > Edit, you can edit the referral.
Note: The Referrals module can only be accessible to Providers if the Provider Referrals permissions have been given. To add the Provider Referrals permissions for providers, please reach out to Brittco Support at support@brittcosoftware.com.
Closing Referrals
If you select Actions > Close, the Close Referral pop-up window will appear for you to enter the Outcome and Outcome Date. The Provider and Note fields are optional. The Outcome drop-down menu cannot be customized.
You can make closed referrals active again by clicking Actions > Open from the View screen of an individual referral. Once you open a closed referral, the referral will be moved from the Closed tab to the Active / In Progress tab as a Draft. It is important to note that all outcome information will be cleared from a closed referral that is re-posted.
Reports
There are currently two reports available for this module.