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This article will discuss the process of creating an Outbound referral that is associated with an existing Case in Collaborate.
An Outbound Referral is a referral that is being sent from your center out to another Center or Organization that is not in Collaborate.
To create an Outbound Referral that is associated with an existing case, start on the case profile of the case, and then click “Create a Referral” under Case Actions.
On the next screen, select the Referral Method of “Outbound” and set the Sending Contact, who is the person that is sending the referral.
Then, select the appropriate Referral Type from the drop down.
Once you have selected the Referral Type, you must enter in either a Receiving Organization, or Receiving Contact. You may also enter both, if you have that information. The Receiving Organization and Receiving Contact fields record where the Outbound Referral is being sent.
Then, you will be able to select a “Next Status” for the Referral.
Setting the Next Status to “Accepted” indicates that the Organization or Contact that you are sending the referral to is accepting the referral.
Set the Next Status to “Declined” when you want to have a record of the Referral, but the organization or contact receiving the referral does not accept the referral.
Set the Next Status to “Incomplete” when the Referral needs more information before it can be considered as complete. Choosing this option will create the referral in an “Incomplete” status, allowing yourself or another individual to come back and add any additional information that may be needed to the referral before sending it out.
Setting the Next Status to “Submitted” will mark the Referral as Submitted to the receiving organization or contact. The referral can then be updated to a more appropriate status should you receive a status update for the Referral.
Setting the Next Status to “Under Review '' indicates that the referral is awaiting some form of review or action, depending on your center’s process.
After you have set the Next status and filled out any fields that appear related to the Status, click “Create Referral”.
The Referral will now be created, and will appear in the Outbound Referrals listview on the Case’s case profile page.
To review an existing Referral on a case, click the View link next to the desired Referral in the Outbound Referral listview.
From this page, you may perform various Actions on the Referral, depending on the Status of the Referral.
If the Status of the Referral is Accepted or Declined, you will be able to Edit and make any desired changes to the Referral and you may also “Unlink” the referral, which results in the referral becoming a Standalone referral, that is not associated with a case. To perform these actions, click either “Edit this Referral” or “Unlink this Referral” in the Referral Actions section in the bottom left hand corner of the screen.
If the Status of the Referral is Incomplete, you will be able to Edit the referral, as well as Invalidate the referral. Invalidating the Referral sets the status of the referral to Invalid, which indicates that the referral may have been entered in error, or it simply is not a valid Referral. To perform these actions, click either “Edit this Referral” or “Invalidate this Referral” in the Referral Actions section in the bottom left hand corner of the screen.
If the Status of the Referral is Submitted or Under Review, there will be a few more actions available to you. You will still be able to Edit the Referral and Invalidate the Referral. In addition, you will have the option to Accept the Referral, Review and Accept the Referral, Decline the Referral, and Mark the Referral as Under Review. To perform any of the additional actions, click the desired link matching the action you would like to perform.
You may also add any Documents and/or Notes to the Referral here as well by clicking “Add a Referral Document” or “Add a Referral Note”, respectively, in the Referral Actions in the bottom left hand corner of the screen.
Referral Module Series