The Inbound Referrals Dashboard allows Programs to see all of the people that are seeking their services (Seekers), and allows them to update the status and close the loop.
Table of Contents
How it Works
Inbound Referrals captures all referrals made to a specific program so that they can keep track and follow up with the person seeking services (Seeker). When someone refers themselves, or makes a referral to a program listed on your social care platform, the program will:
Receive an email notification
Have a new Seeker Profile with the referral
Have a new referral on their Inbound Referrals Dashboard
Programs can also add referrals to their Inbound Referrals Dashboard should someone walk-in, call, or connect to the program outside of your social care platform.
Programs and their Claimers can manage received referrals in both the Inbound Referrals Dashboard and on the Seeker Profile.
Claimers can access the Inbound Referrals Dashboard by clicking on the email link and signing in, or by logging into Aunt Bertha and clicking My Program Tools > Inbound Referrals in the top right. On the left, the Claimer will choose the program for which they want to see referrals.
There will be a notification and count next to the program, with the number of referrals that have yet to be updated (Status = “Not Updated”).
Once they choose their program, they will see a dashboard of all of the Seekers who have been referred to their program, their contact information, and the best way to reach them.
If the Seeker selected “Don’t Reach Out” as their preferred communication method on the Connect form, the Claimer will only see the name of the Seeker.
For Programs that have Screeners, there will be information in the field for Forms. Here, they can click to review completed Screeners or Data Collection forms. The Claimer will be able to see if the Seeker may be eligible for services based on the Screener that they filled out.
Referred By Information
If the Helper who made the referral is a Claimer for a program or a Worker on a Customer Site, we will share that affiliation so you have more context about the person making the referral.
In the Last Updated field, Claimers can see who last updated that referral wether it was someone in their organization, the seeker or a person who made the referral on behalf of someone else.
Adding Inbound Referrals
You may also manually add people who come to you outside of the social care platform, such as walk-ins, people you help over the phone, or people referred from other systems.
To do this, click “Add Inbound Referral,” which will allow you to add the Seeker and the referral. This will also create a Seeker Profile if one did not already exist.
If your program has a Screener, you will have an option to fill out the Screener.
Filtering Inbound Referrals
Claimers can filter their Inbound Referrals dashboard by the status of the referral.
This allows Claimers to easily see which Seekers to follow up with and better manage their workflow.
“In Progress” and “Completed” can be selected to select all statuses underneath.
If you have a Screener, you may also filter on eligibility.
Updating Referral Status
Once the Program knows the outcome of the referral, the Claimer can update the status of the referral using the Status drop down.
Once they update the status, the update will be reflected across the different referral dashboards for the Helper and the Seeker. Additionally, the Seeker will receive a referral status update notification email, letting them know to log in and look at the updated status of the referral on their dashboard.
Creating/Editing a Data Collection Form
Data Collection Forms can be created on the Inbound Referrals Dashboard under “settings”.
Removing Inbound Referrals
At this time it is not possible to remove or archive Referrals in the Inbound Referrals Dashboard.
If an Organization no longer provides a program and that program has been removed from any site (not visible to anyone searching for programs), all of it's Referrals will still be visible to Claimers in the Dashboard and will still be reflected in Analytics.
When a program has been removed from any site, no new Referrals can be made to that program.