Assuming that organization units are enabled for your organization, you can manage
unassigned referrals for clients who are in an Active or Inactive state in the application. You can
assign referrals (either singly or as a bulk assignment) to an appropriate care team member based on
the their roles, skills, and capacity.
Before you begin
You cannot assign a referral that is already assigned, rejected, or
deleted in the application.
About this task
Referrals (25 max) can be assigned to any active care team member who has at least one care team
role assigned. If you are using organization units, the care team member who receives the referral
assignment must be in your organizational unit. When Inactive clients are among the selected
referrals for assignment, you are guided through a 2-step wizard. Otherwise, the second step that
follows is the only step.
- [Wizard page 1 - Activate and Assign]. The Inactive Client Referrals list and the Activation
Reason cluster are displayed conditionally. You can reactivate listed inactive clients as you assign
them to a care team member. You must specify a reason for doing so, which is applied to all selected
Inactive clients.
- [Wizard page 2 - Assign] You proceed to assign the client referrals to one of the listed care
team members who has the capacity to take on more work. In the process, you can assign the clients
who are being referred to one of the listed programs that suits their needs. Further, you can
designate the care team member to be a primary care team member who is responsible for the client’s
care plan and programs. When you assign the client referrals to the selected care team member, the
care team member is automatically added to the client's care team in their selected role(s).
The options to select Source and Original Source are displayed only when you select a program and
if configured to be shown by your administrator. If configured to be shown, you can select the
source of the program (mandatory) and the name of the original source system where the program
(optional) originated. The Source value represents the configured platform that is sharing data, for
example, Watson Care Manager. The Original Source System is the name of the system where the data
was entered for the very first time.
The option to select Care Team Groups is displayed only if care team groups are configured by
your administrator. Your administrator defines the members of the care team group(s) based on their
care team roles and skills. When the referral is accepted by the referral assignee, all members of
the care team group(s) are automatically added as additional members of each client's care team.
Procedure
-
Sign in to your account.
Your home page opens.
-
From the Unassigned Referrals card, click the arrow icon.
The Open Unassigned Referrals page opens. By default, every referral
record for active and inactive clients is displayed.
-
Review each unassigned client referral by their name, date of referral, priority, and if
available, the name of the cohort that referred the client, and the reason that they were referred.
Expand the client view to see risks associated with the client. When a referral is received from an
external system, you can see the source of the referral (mandatory) and the name of the original
source system where the referral originated (optional). This information might also be available if
a care team member manually recorded the Source and Original Source System when they created a
referral.
By clicking the filter icon and selecting from the Quick Filters on the page, you can narrow
your list view based on specific criteria. For example, you can choose to view only referral
priority (High, Medium, Low, Not Set), unassigned referral day ranges, or client status (Active,
Inactive). You can further refine your list view as follows.
- Optionally click Add Filter to add another filter to the Quick Filters
that you already selected. You can further refine your list view by Name, Referred On date,
Priority, Cohort, Referral Reason, Other Referral Reason, Client Status, Risk Name, Source, Original
Source System, Suggested Program, Risk Category, Date of Birth, Tag or Address.
Filters
are only available for a configured attribute, where it is displayed as a column or in the expanded
view. Enter the details for your filter selection. You can add only one new filter to each
column.
- Click Add to apply the additional filter. You can remove a filter by
clicking Clear. The predefined Quick Filters are retained.
- Click Apply to apply the filters that you selected. You can remove page
filters by clicking Reset.
The
Unassigned Referrals list page refreshes to show only the client
referrals who correspond to the filters that you applied. You can further change your filter
selection on the list page by checking or clearing the check boxes to suit your needs.
- Assign a single client referral to a care team member, or assign up to 25 referrals at a
time in a bulk assignment. Do one of the following:
- To assign a single referral, click the Actions menu of the referral,
and click Assign.
- To process up to 25 client referral assignments in one step, select more than one individual
client referral or to assign all listed referrals, select the checkbox adjacent to the Name column.
Click Assign.
If Inactive clients are among the selected referrals for assignment, you complete
the next step. Otherwise, you go directly to
step 6.
- In the Activate and Assign modal, (page 1 of wizard), complete the
following steps.
- In the Activation Reason section, give a reason for
reactivating the client(s) in the application. Select a reason from the list or enter another
reason, and provide additional comments if needed.
- Click Next to reactivate the Inactive client(s) in the
application as you assign their referral(s) to a care team member.
The Assign page opens (page 2 of wizard).
- In the Assign page, optionally, from the
Programs list, select one of the configured programs to assign to the client(s) in the
referral assignment.
- Enter the program assignment date.
- If the Source Systems section is configured to display, do one or
more of the following steps:
- From the Source list, you must select one of the configured values
that indicate the source of the program.
- From the Original Source System list, you can select one of the
configured values to indicate where the program originated.
- Optionally, from the Care Team Groups list, you can select one or
more care team groups to add to each client's care team when the referral is accepted.
- Optionally, by selecting Assign as Primary, you can designate a
selected care team member to be a primary care team member in the team.
The primary care
team member is responsible for the client’s care plan and programs.
- Select a care team member to manage the care of the client(s) based
on their current capacity. You can use the Quick Filters to narrow the list view.
Only
care team members who belong to your organization unit and have at least one assigned role are
listed.
- If the selected care team member has more than one assigned care team role (see their
Care Team Role(s) list), select the role(s) that they do that is relevant to
the assignment.
- Do one of the following to complete the referral assignment. The action that you can take
depends on whether the referral assignment contains Active and/or Inactive clients.
- Click Assign (conditional display, for Active referrals)
- Click Activate and Assign (conditional display, for Inactive
referrals)