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. PATH providers are required to record Referralsand the outcome of referrals. 

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.  

PATH Referrals

• Highlight the referral given to the client.  Up to 5 referrals for the same client can be selected.  
  • Highlight a referral, click Add Terms, highlight another referral, click Add Terms until all referrals have been selected.  

  • Click Add Terms & Go to Search Results                                                                                                                                                                                                                       

    

  • Referral Provider Quiicklist                                                             
    • Select a Provider, Add Provider.  

    • Repeat for each referral from the above list has been selected                                                                                                                                                                             

      

       

• Refer to Providers
  • Referral Data: 
    • Type of PATH Referral: Select from specific dropdown

    • If any "Type of PATH Referral" made, select Outcome: Unknown                                                                                                                                                                         

      

       

• Check the boxes for each referral and the provider selected to provide the possible service.                                                                                                                                                 

  

• Need Data
  • Leave the Need Status at Identified 
  • Save All

Closing a Referral 

• Click on the pencel by by referral                                                                                                                                                                                                                                              

  

• Referral Data: 
  • Change the If any "Type of PATH Referral" made, select Outcome: select appropriate response

  • Referral Outcome: select the appropriate response                                                                                                                                                                                                     

    

      

• Need Status of Outcome
  • Need Status: change to the appropiate response

  • Outcome of Need: change to the appropiate response                                                                                                                                                                                                 

    

    Repeat for any referral when the outcome of the referral is known