Agency Referrals

Agency Referrals
Outcomes gives you a database to enter and track the interactions between your organization and its partner or associated agencies. There are programs, built around the referrals (To and From) which take place. You can track and get reports on referrals, including the services which were or were not provided to applicants. The Referral Agency Database Click the icon on the top of your system page. That opens your Active Agencies spreadsheet. From here, you can... Sort the spreadsheet by clicking either of the two underlined column headings: Organization or Services. E-Mail: This underlined link sends your agency contact an Email. Get the Agencies Services Tracker worksheet by clicking the Worksheet button. Create a new agency and or contact by clicking the Create New button. Edit an agency's information by clicking its icon. Delete an agency by clicking its icon. Get an agency instruction sheet to give an applicant by clicking its icon. gets the Inactive Agencies spreadsheet. Create a New Agency / Contact Click the icon on the top of your system page. Click the button. On the page which opens... Will get you the list of authorized NYS training providers, in case you need to find a training organization. Enter the Agency Information... ORGANIZATION: Enter the organization name. SERVICES: From the dropdown, select the services an agency provides. Multiples are allowed. Hold down your keyboard Ctrl key to enter multiple services. CONTACT: Enter the contact name, in whichever order (First Name first or Last Name first) your organizations prefers. REFERS: Check off either or both the FROM and TO checkboxes. This will depend on whether this agency refers people TO your organization. Your organization refers people to them. Or referrals go both ways. MEMBER: This is optional. Check the YES or NO button, depending on whether or not the agency is a member of some program your organization may have. An example might be a chamber of commerce member company. If you have no such program, just leave the default YES button checked. EMAIL, TEL, FAX: Enter these for the contact. INIT: Optional, if you wish to use an acronym (Initials like: NYS DOL) to identify this agency. ADDRESS, CITY, STATE, ZIP: You are required to enter these. DIRECTOR: The agency director may be, and usually is, different than your contact person. STATUS: Check off Active or Inactive. DIRECTIONS: Travel Directions are important, because they go on instruction sheets you will be giving to applicants. This will get you to a site which provides subway and bus directions. The Referral Program has an optional automatic Email triggering feature, when a referral is made in the applicant notes section. SEND EMAIL TO: This is the address you want the above Emails to go to. EMAIL MESSAGE: This is the message which will be added after the default, "We're referring (Applicant Name) on (Appointment Date / Appointment Time). Applicant has been referred for...." AUTO STATUS SELECTION: There is an automatic relationship, to one of your organization statuses (I.E. Skills Training Pending), set for the referral, when it is made in the applicant notes section. Here's where you identify that status. NOTE STATUS When you make a referral, a case note is automatically typed in for you, complete with all pertinent information and a link to an instruction sheet. As you may already know, all case notes (auto or manually created) MUST have a numbered status section (I.E. 6-Skills Training) related to it. Here is where you identify which one is appropriate for this agency contact. Once you've made all your entries and selections, click the Create button. Agency Referral Worksheet The worksheet is a tracking and reporting program which monitors and reports on applicant referrals (To agencies), and the services they do or do not receive. This data is then captured in the very comprehensive: EXCEL AGENCY REFERRALS report on the FROM TO (right side) section of the reports page. Data is also stored in worksheet format in the applicant file. Each applicant's individual worksheet is accessible from the Reports Table on the applicant's individual file page. To get to your worksheet... Click the icon on the top of your system page. Then click the Worksheet button. The line entries on the worksheet are created (and typed in) automatically. This happens when a System User selects the agency (from the dropdown list) on an applicant's note page, when he's referring the applicant to an agency in the referral database. Individual System Users see referrals they have made, or referrals made (by someone else) in applicant files where the User is listed as RV User or Case Manager. For management purposes, Users with Control Permission, however, see all pending referrals on their worksheet. As mentioned before, in addition to this worksheet, each Applicant has one, with only his or her referrals on it. That's available on the Applicant Individual file page, in the Reports Table, listed as: AGENCY REFERRALS. Unlike the pending referrals worksheet, an applicant's individual worksheet report has both open (pending) and closed referrals on it. As you will see, there's a great deal of functionality, and very little actual work, associated with this program. 1-The worksheet is sortable by the column headings: Date, By (User who made the referral), Applicant, Referred to Agency Organization and the Service that the Applicant was referred to receive. 2-The Applicant Name opens a small section with links to: The Applicant File, Case Notes, and an Auto-EMail link. 3-The Organization Name opens a small section with links to: The Organization's File, An Instruction Sheet for the Applicant, and an Auto-EMail link. 4-The RCD check box is to be checked off when an Applicant has received the service he was referred to the agency for. Booking a service received closes the referral, here and on the Applicant's individual worksheet (Report) page, and is a 2 step process: Check the RCD box, then click the Enter Service RCD button. 5-The edit pencil allows you to enter or edit comments, which will appear here and also be typed into the Applicant file as a case note for you. 5-The X closes the referral without the receipt of services.

Outcomes gives you a database to enter and track the interactions between your organization and its partner or associated agencies. There are programs, built around the referrals (To and From) which take place. You can track and get reports on referrals, including the services which were or were not provided to applicants.

The Referral Agency Database

Click the icon on the top of your system page.

That opens your Active Agencies spreadsheet. From here, you can...

Sort the spreadsheet by clicking either of the two underlined column headings: Organization or Services.

E-Mail: This underlined link sends your agency contact an Email.

Get the Agencies Services Tracker worksheet by clicking the Worksheet button.

Create a new agency and or contact by clicking the Create New button.

Edit an agency's information by clicking its icon.

Delete an agency by clicking its icon.

Get an agency instruction sheet to give an applicant by clicking its icon.

gets the Inactive Agencies spreadsheet.

Create a New Agency / Contact

Click the icon on the top of your system page.

Click the button.

On the page which opens...

Will get you the list of authorized NYS

training providers, in case you need to

find a training organization.

Enter the Agency Information...

ORGANIZATION: Enter the organization name.

SERVICES: From the dropdown, select the services an agency provides. Multiples are allowed. Hold down your keyboard Ctrl key to enter multiple services.

CONTACT: Enter the contact name, in whichever order (First Name first or Last Name first) your organizations prefers.

REFERS: Check off either or both the FROM and TO checkboxes. This will depend on whether this agency refers people TO your organization. Your organization refers people to them. Or referrals go both ways.

MEMBER: This is optional. Check the YES or NO button, depending on whether or not the agency is a member of some program your organization may have. An example might be a chamber of commerce member company. If you have no such program, just leave the default YES button checked.

EMAIL, TEL, FAX: Enter these for the contact.

INIT: Optional, if you wish to use an acronym (Initials like: NYS DOL) to identify this agency.

ADDRESS, CITY, STATE, ZIP: You are required to enter these.

DIRECTOR: The agency director may be, and usually is, different than your contact person.

STATUS: Check off Active or Inactive.

DIRECTIONS: Travel Directions are important, because they go on instruction sheets you will be giving to applicants.

This will get you to a site which provides subway and bus directions.

The Referral Program has an optional automatic Email triggering feature, when a referral is made in the applicant notes section.

SEND EMAIL TO: This is the address you want the above Emails to go to.

EMAIL MESSAGE: This is the message which will be added after the default, "We're referring (Applicant Name) on (Appointment Date / Appointment Time). Applicant has been referred for...."

AUTO STATUS SELECTION: There is an automatic relationship, to one of your organization statuses (I.E. Skills Training Pending), set for the referral, when it is made in the applicant notes section. Here's where you identify that status.

NOTE STATUS When you make a referral, a case note is automatically typed in for you, complete with all pertinent information and a link to an instruction sheet. As you may already know, all case notes (auto or manually created) MUST have a numbered status section (I.E. 6-Skills Training) related to it. Here is where you identify which one is appropriate for this agency contact.

Once you've made all your entries and selections, click the Create button.

Agency Referral Worksheet

The worksheet is a tracking and reporting program which monitors and reports on applicant referrals (To agencies), and the services they do or do not receive. This data is then captured in the very comprehensive: EXCEL AGENCY REFERRALS report on the FROM TO (right side) section of the reports page.

Data is also stored in worksheet format in the applicant file. Each applicant's individual worksheet is accessible from the Reports Table on the applicant's individual file page.

To get to your worksheet...

Click the icon on the top of your system page.

Then click the Worksheet button.

The line entries on the worksheet are created (and typed in) automatically. This happens when a System User selects the agency (from the dropdown list) on an applicant's note page, when he's referring the applicant to an agency in the referral database.

Individual System Users see referrals they have made, or referrals made (by someone else) in applicant files where the User is listed as RV User or Case Manager. For management purposes, Users with Control Permission, however, see all pending referrals on their worksheet.

As mentioned before, in addition to this worksheet, each Applicant has one, with only his or her referrals on it. That's available on the Applicant Individual file page, in the Reports Table, listed as: AGENCY REFERRALS. Unlike the pending referrals worksheet, an applicant's individual worksheet report has both open (pending) and closed referrals on it.

As you will see, there's a great deal of functionality, and very little actual work, associated with this program.

1-The worksheet is sortable by the column headings: Date, By (User who made the referral), Applicant, Referred to Agency Organization and the Service that the Applicant was referred to receive.
2-The Applicant Name opens a small section with links to: The Applicant File, Case Notes, and an Auto-EMail link.
3-The Organization Name opens a small section with links to: The Organization's File, An Instruction Sheet for the Applicant, and an Auto-EMail link.
4-The RCD check box is to be checked off when an Applicant has received the service he was referred to the agency for. Booking a service received closes the referral, here and on the Applicant's individual worksheet (Report) page, and is a 2 step process: Check the RCD box, then click the Enter Service RCD button.
5-The edit pencil allows you to enter or edit comments, which will appear here and also be typed into the Applicant file as a case note for you.
5-The X closes the referral without the receipt of services.