Adsystech, Inc.

Referral Setup2010 Visions Conference

July 29, 2010

Adsystech, Inc.

Session OverviewWhere It Fits Within MISUser ProcessSetup ProcessQuestions & Answers

Referral Setup(10:30 to 11:45 am Session)

Session Outline:

Adsystech, Inc.

Session Overview

Session Goals:This session will cover the basics of setting up your collaborative wide Referral Categories and linking them to your internal and external Programs.Importance:Referrals are becoming more important in the scope of an Agency’s work, both in managing Clients and in reporting to Funders. The session will walk attendees through the Set up process and also the User process.

Adsystech, Inc.

Where It Fits Within MIS Referral Setup Overview

System Administrator

Create Categories and STD Names

Agency Administrator

Link Internal Programs to Category

Link Internal Programs to Location/Contact

Create Activity in Program(s)

Create External Organization & Contact

Create External Program(s)

Link Program to Category & Contact

Users

Select Category

Select Sub-category (STD name)

Create Listing

Services Location popup window

Select Source for Referral

Create and Save Referral

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• To direct for information or anything required

• To direct the attention or thoughts of• To hand over or submit for

information, consideration, decision, etc.

- dictionary.com

refer

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What do you want?

• A count or list of the Clients who have gotten a referral

• … plus the Program they were referred to

• … plus confirmation status and/or the results

• Notification to staff – or to external sources - when they receive a referral

• A way to select a Referral Source based on various criteria

Adsystech, Inc.

Simplest Setup• Create a Program Component in each

Program you want to record Referral from• Create one or more Activities in each one

– Use Referral in the name of the Activity– Use Activity Type = Service

• Create Referral Milestone– Optional: create additional Milestone to measure

confirmation or success of Referral• Users will record Referral like any other

Service– Results can be entered into Comments field

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Referral System Setup• Create Referral Categories

– 2 levels of categories are used• Link Internal Programs to Category

– Can link to multiple Categories• Link Internal Program to Location & Contact

– Security Level is set here for who will see this Program

• Create Activity in internal Program(s)• Create External Referral Organizations

– Each Organization can have multiple Locations & Contacts

– Each Organization can have multiple Programs– Each Program is linked to Category &

Location/Contact

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User Referral pages• A Referral page exists in three places

– Encounter– Central Intake– Program Modules

• All 3 use the same Category and Resource setup

• Use ENCOUNTER to track referrals to people who will not become Clients

• Use CENTRAL INTAKE for referrals that are not linked to a specific Program, you can use an assessment to automatically determine eligibility

• Use PROGRAM Module to count referrals toward Program Goals

Adsystech, Inc.

Referral User Process1. Users select a

Category2. Select Sub-

categories in Grid3. Create Listing4. Popup window

displays all matching sources

5. Referral information displayed after save

6. Date Confirm appears after response is made

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Adsystech, Inc.

Response Process1. Search for Referral

record(s)2. Matching Referrals

display in Grid3. Create

Appointment4. Create Response

– Apply response to one or to multiple referral records

– Response is available on Referral page with VIEW RESPONSE button

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Referral Category Setup• Use STDName page in System Library• Each Category must have one sub-category,

but can have as many as needed– Sub-categories are called STDName

• Each Category/STDName combination will be a choice for the User

• Categories are set up system-wide– May eventually have System/Region/Organization

security• There can be as many Categories as needed• Category/STDName will not appear as a

choice for the User unless there is a referral source linked to it

Adsystech, Inc.

Category Setup Process1. Create

Category(ies)2. Create sub-

categories (STDNames)

3. All Categories are System-wide, but will appear only when a program is linked to it– Eventually Consent

will be added to this page, with standard Consent Levels available

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Link Internal Programs• Use Details popup window on Program Setup

page in Organization Library• Make links for each Program that will have

referrals made TO it• Link one or more Category/STDName

combinations• Link one or more Location/Contact

combinations– These are set up on the Locations page– Multiple Locations and/or Contacts can be linked– Consent Level set for each Location determines

who will have selection available (System, region, organization, etc.)

• Create one or more Activities in each Program

Adsystech, Inc.

Program Link Process1. Click DETAILS to open

popup window 2. Select

Category/STDName combination in Grid– Multiple Categories

may be linked3. Use right arrow button

to link it to Program4. Select Location/

Contact combination– Contact can receive email

notification of referral5. Select Consent level6. Use right arrow button

to link it to Program– Multiple Locations/

Contacts may be linked

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Adsystech, Inc.

Create Referral ActivitiesReferral Activities are required for internal Programs and will appear in the Activity dropdown on Services Location popup1. Make Referral Activity

from existing Activity or create new Activity

2. Click ADD REFERRAL ACTIVITY button

3. Activity, Activity type, Standard name all assigned from existing Activity

4. Select Funding Code, enter Description

5. Click SAVE

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Create External Sources• Use External Locations page in Organization

Library• Create each external Organization

– Type is a way to classify the organizations– Each one can have multiple Locations, Contacts

and Programs– Set Consent Level to determine who will have

access to this Organization• Create one or more Locations

– Set Consent level to determine who will have access to this Location

• Create one or more Contacts– Set email address to send automatic notifications

Adsystech, Inc.

External Source Setup Process

1. Create External Organization– Type not required, use to

classify organizations– Consent = who will have

this external organization on this page

2. Location is required– Multiple locations ok– Consent = who will have

this location3. Contact is required

– Multiple contacts ok4. Email address

required if using email notification

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Adsystech, Inc.

Create External Programs• Use Programs page in Organization Library• Program Name is what User will see in

Activity dropdown when creating Client Referral

• Category is a way to classify the Programs• Link one or more Category/STDName

combinations• Link one or more Location/Contact

combinations– Multiple Locations and/or Contacts can be linked– Consent Level set for each Location determines

who will have this selection available (System, region, organization, etc.)

Adsystech, Inc.

External Program Setup Process

1. Create Program– Program Name is what

User will see in dropdown– Multiple programs ok– Category not required

2. Select Category/STDName in Grid– Multiple Categories may

be linked3. Use right arrow button

to link it to Program4. Select Location/

Contact combination5. Select Consent level6. Use right arrow button

to link it to Program– Multiple Locations/

Contacts may be linked

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Adsystech, Inc.

Using Referrals in Encounter

• Use Encounter to record Referrals for people who will not become Clients

• Can record multiple Referrals for one person• Can use Response page

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Encounter Referrals1. Select Category2. Select

Category/STDName in Grid

3. Click SERVICE LOCATION to open popup window

4. Information is saved to page after referral is created

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Using Referrals in Central Intake

• Use Central Intake to record referrals that do not tie directly to one Program

• A Program called Central Intake must be created, it can use any application

• An assessment can be created to use on the Profile/ Eligibility page

• Conditions can be set up for each STDName so that demographic information and assessment answers create automatic eligibility records on Referral page

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Central Intake Referrals1. Eligibility Listings can

be created automatically

2. Referrals can be created without using Auto Eligibility as well

3. Consent is set for Eligibility Categories– All referrals in that

Category will share the Consent Level

– Can share Client Referrals between Organizations

• A Profile record must be created and saved in order to create a Referral for a Client

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Adsystech, Inc.

Using Referrals in Programs• Use Program Referrals to link Referral and/or

Confirmation to Program Goals• Each Referral is linked to a Program

Component and Milestone• Clients can be referred to a Program or to a

specific Activity within that Program

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Program Level Referrals1. Link Referral to

Program Component and Milestone

2. Click on each Category in Eligibility to see related Referrals

• Referral and Referral Response will appear on Services page as Read Only Activities

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Email Notification• Email address is entered for Contact• Contact will receive email with link to web

page

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Web Response page• Email web link • Contact can fill out simple form and click

SAVE

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Respond to Referrals

• Internal Contacts can search for Referrals made to their Program

• Record response to one or multiple Referrals– This response will be available from the Referral

page• Once response is made, Date Confirmed will

appear on Referral page and VIEW RESPONSE button opens popup window showing response

• Create appointments

Adsystech, Inc.

Referral & Response page1. Search for Referrals

– Matching records appear in Grid

2. Create Appointment– Description & Comments

will appear on Services page

3. Create Response– Apply response to one or

to multiple referral records

– Response is available on Referral page with VIEW RESPONSE button

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Questions & Answers