Transcript
Referrals are only available to R2D2 users whose Role is set to Referral & Placement Coordinator or Administrator. If you need your access level changed, speak to one of the Administrators at your organisation.
Clients must already be active in R2D2 before you can Refer them. For more information on this see the Instruction Manual, or the video guide on Adding a Client.
To create a new referral for a client, from the Home Screen in R2D2;
Click on the Referrals section.
Once the Referrals page loads, click the blue “Create Referral” button.
On the following screen, enter the details for each field beginning with the Client.
Begin typing the client’s full name then click on them when they pop up.
Next, you’ll need to select the type of Referral you want to make. Choosing the right one depends on whether the program is funded by DHS, and whether the service will be provided by your organisation, or another organisation. There are 3 different Referral Types which will determine which fields you’ll need to complete. For more information on this, see the R2D2 Instruction Manual or the upcoming video guide on this topic.
For this example, I’m going to select Internal Funded Referral.
The Assigned User will default to you, though you can select any active Referral & Placement Coordinator from your organisation.
The Referring Schedule is the Schedule (or contract) that you are referring the client from.
Then select the Stream you want to refer the client to.
Followed by the Region where the client will receive service. This should be chosen based on where the client resides.
The Referral Date defaults to today's date. You can adjust it if required.
If you need to add any extra info for the receiving organisation you can enter it here in the Referral Notes section. But please do not include any sensitive, personal, or medical information about the Client here as this information needs to be communicated securely through other means.
Now check that all the above information is correct.
Then click Create.
I’ve now created a draft Referral, but it hasn’t been sent yet. Before I can send or Submit this referral, I need to attach the required Assessments to it. The required Assessments are listed at the bottom of the Referral.
Assessments need to be Completed before they can be attached. I know that I’ve already completed the Required Assessments, so I only need to attach them to the Draft Referral before this Referral can be sent.
I’m going to attach the top one first, by clicking on the top template name, and then I’ll select the corresponding completed assessment from the drop-down, then click Update.
This takes me back to the Referral, but now I can see the Assessment Date alongside the top template, which is how I know it has attached to the Referral.
We can see that the template beneath still says “Assessment Required” alongside it. So we need to attach that one as well, by clicking on the template name, and once again, selecting it from the drop-down.
If you cannot select the assessment here, and you see a little red circle instead, it means that this required assessment has not been completed for the client yet. So you’ll need to click Cancel, then go and complete the missing assessment for the Client before proceeding with the Referral.
We will be releasing a video guide covering the topic of attaching assessments to Referrals and Placements in more detail soon.
In this example though, the required assessment was already completed so I’ve been able to select it.
Now click Update.
This takes us back to the Referral, which is still in Draft status, so we have one more chance to review everything before we submit it. If you need to adjust something, you can do so by clicking Edit.
All the Referral Details look correct, and I can see that rather than saying “Assessment Required” all the Mandatory assessments now have an Assessment Date alongside them, which means they’re all attached, and so the Referral is ready to be sent.
To send the Referral, simply click the green Submit button at the top.
After clicking Submit, I can see that the Status of the Referral has gone from Draft to Accepted. This is because the Referral I just sent was an Internal Referral, and Internal Referrals get Accepted automatically, as soon as they are submitted.
Anytime a Funded Referral gets Accepted, a Placement is created for the Client in R2D2, at the Organisation accepting the Referral.
If you need to refer the client to more than one service, once the first Referral has been Accepted, you can simply Copy it to create another Draft Referral.
The Client and Referring Schedule fields will be set to be the same as the previous Referral, but you can adjust any of the other fields as needed.
Where possible, this Copy Referral feature will also attach the same required assessments onto the new Referral for you.
Check that all the details and attached assessments are correct, then click Submit.
We’ve now completed 2 Referrals for the same Client.