9. Entering Data: Recording Referrals

This set of instructions has been put together to assist agencies in recording referrals in a manner that meets the requirement to record mainstream referrals in HMIS. 

Recording referrals

1. From the Head of Household record click on the Service Transactions tab.
2. Click Add Referrals
3. Click the box by each household members name to include them in the referral.
4. In the Service Code Quicklist, highlight a need. Up to 5 Service Codes can be selected at a time.  
   1. Between each selections click Add Terms.  
      
      • If the need is not in the Service Code Quicklist window, contact the WY Helpdesk to have a a need added to the list. 
5. Once all needs have been added click Add Terms & Go To Search Results
6. Scroll up to Referral Provider Quicklist, and search for the provider’s name in the dropdown menu
   1. If provider is in the quicklist, select the highlight the provider.
      • If the provider is not listed on the quicklist, contact the WY Helpdesk to have a provider added. 
7. Click Add Provider
8. Skip over Referral Data section entirely
9. Scroll down to Referrals 
10. Click the boxes for Each Referred-To Provider
11. Optional: Under Selected Needs, fill in any details in the following fields:
    • Amount if Financial
    • Need Status/Outcome/If Not Met, Reason
    • Notes (click on notepad icon to record notes)
    • Leave Need Status to Identified until it is determined if client receives/or does not receive the referred service. 
12. Click Save All

Note: If you need to document another referral, click Add Referral.  

Using the Service Code Look-Up Function

Using the Search Function

• Enter search term(s) into the search box and click Search. Search results will appear in the left hand column under Search Results. If you do not find an applicable search result, try modifying your search terms, and search again. 
• To learn more about a service code, click on View to the left of the code. Information about the term will show in the Details box below the Selected Service Codes box. 
• To select the term, click on Select to the left of the code. The term will appear in the Selected Service Codes box. Then click Submit.
• This process does not add the Service to the Quicklist.  Contact WY Helpdesk to have a Service added to the list. 

Browsing All Available Options

• To see items below the AIRS taxonomy term, click on the code or term. The service codes below that term will be shown. 
• To learn more about a service code, click on View to the left of the code. Information about the term will show in the Details box below the Selected Service Codes box. 
• To select the term, click on Select to the left of the code. The term will appear in the Selected Service Codes box. Then click Submit.

Frequently Asked Questions

Is there a place where I can fill in another provider that is not listed?

If there are agencies you make a lot of referrals to, it is be possible for us to add them to your dropdown. If you'd like to have a provider added, please contact the helpdesk using the "Contact" button at the top of this page. 

I can't find a service code that matches what I'm looking for. Can you add one?

No, we cannot add service codes to ServicePoint. ServicePoint uses the AIRS Taxonomy to record all needs, services, and referrals. However, we are happy to assist you in looking through the over 9,000 available taxonomy terms to find something that is close to the service or referral you need to record, as well as looking into other ways to record the services you provide. If you'd like to learn more, please contact the helpdesk using the "Contact" button at the top of this page. 

Where did the list of agencies and service codes come from?

ICA developed a default list of providers and service codes based upon information gathered from discussions with staff for each agency.  

Are the agencies I'm referring people to being notified about the referral?

It depends. There are a lot of factors that go into determining whether or not the agency you make the referral to can see that you made a referral to them. For the agency you referred the individual to to be able to see the referral, they must participate in HMIS, and they must be able to "see" the information your project enters into the system - meaning that referrals made by protected agencies are not visible to other providers. In addition, they must turn on notifications about incoming referrals or check their incoming referrals report. If you'd like to learn more, please contact the helpdesk using the "Contact" button at the top of this page. 

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