What are ReferralQs?

Note, this feature may have an additional cost associated with it. If your organization is interested in enabling this feature, then a designated Support Contact from your organization can go to 'Help' in the left side menu and submit a ticket to request more information.

How to configure ReferralQ?

To create, edit or delete a ReferralQ list

1. Log into iCarol as an Admin
2. Click on "Admin Tools" from the left menu
3. Click on the "ReferralQ / Provider Portal" tab
   
1. To create a new ReferralQ, add the new name, and click "Add."
   
2. To edit an existing ReferralQ, edit the current name, and click "Save ReferralQs."
3. To deactivate an existing ReferralQ, click "Deactivate," then read and accept the warning message
4. To view inactive ReferralQ, click "Show Inactive ReferralQs."
   

Important Notes:

1. ReferralQs can only be deactivated if not currently used. Reassign or remove any Contact Records from the ReferralQ or change the status to a "done" type meta status to deactivate.
2. ReferralQ names must be unique
3. Changing a ReferralQ Name will affect all past and current records assigned to that ReferralQ (including historical data). It is recommended that the ReferralQ name only be edited when the name of the same program changes.  It is also recommended that ReferralQs not be reused for different programs; if you have a new program or partnership, create a new ReferralQ.

Choose a ReferralQ to manage

To create, edit, delete ReferralQ Statues

1. Choose the ReferralQ to edit from the "Choose ReferralQ to manage" drop-down list
2. In the ReferralQ Statuses section enter:
1. The Status Name (e.g. Waiting, Pending, In progress, Attempting Contact, Closed, etc.)
2. Choose a Meta Status for each of your Status choices:
1. "Pending" for any status before a Referral (e.g. Waiting, Pending, For Review, etc.)
2. "Assigned" for any status once a Referral is made, this status should be used for any active workflow statuses (e.g. Attempting Contact, First Meeting Scheduled, Follow Up Pending, etc.)
3. "Done" for any non-active status, identifying that the referral process is complete (e.g. Inactive, Closed, Complete, etc.)
3. Choose the Default Status; the first status entered will be the defaulted unless changed; only one status can default. The Default Status is the status that will be selected when the Contact Record is first added to the ReferralQ.
4. Order the Status list by modifying the order number
5. Click "Add" to add the Status choice to the ReferalQ
6. To edit an existing Status, modify the name, meta status, default, or order and click "Save ReferralQ Statuses"
7. To delete an existing Status, click on "Delete" then click "Save ReferralQ Statuses"
   

Important Notes:

1. Statuses can only be deleted if not currently used. When in use the "Delete" button will not display. Reassign or remove any Contact Records from the ReferralQ or to a different Status before deleting.
2. Status names must be unique
3. Changing a Status Name will affect all past and current records assigned to that status (including historical data). It is recommended that the status Name only be edited when the status meaning remains the same and that Statuses not be renamed for other status meanings.

To assign Contact Forms to ReferralQ

1. Choose the ReferralQ to edit from the "Choose ReferralQ to manage" drop-down list
2. In the Assign Contact Forms to selected ReferalQ section
1. Choose the Contact Form to add from the drop-down list
2. (Optional) Choose a limiting field from the "ReferralQ available only if this field is selected" list. Fields available include any single or multiple choice questions from the selected Contact Form. When a field is selected, this ReferralQ will only be available on the Contact Form when the specified field is chosen in the Contact Form.
3. Click "Add"
4. To delete a Contact Form from a ReferralQ click "Delete" then click "Save Contact Form selections."
   

Important Notes:

1. You may add or remove a limiting field at any time, it will not impact previously submitted Contact Records
   
2. Contact Forms can only be deleted if not currently used. When in use, the "Delete" button will not display. Reassign or remove any Contact Records from the ReferralQ before deleting.
   
3. Contact Forms can only be added to a ReferralQ once
4. ReferralQ can only be used with Contact Forms using Report Version 5
5. There are no limits for the number of Contact Forms which can be added to a ReferralQ. At this time, only Contact Forms managed within your own System can be added to a ReferralQ. Meaning, Contact Forms shared with you from a partner also using iCarol cannot be added to your ReferralQ. If you have a collaboration or partnership which would benefit from this type of ReferralQ sharing, please contact iCarol Support or iCarol Product Management.

Ideas for how to use the limiting field:

The limiting field was designed to support workflows where verbal consent to share personal information with third parties is required. This is especially helpful when also using the Provider Portal, which allows you to quickly and seamlessly share information with your partners. In addition to collecting consent to share, the limiting field can also be used for eligibility. For example, if you have a ReferralQ which should only be available for your Older Adult/Senior help-seekers, you could make use of your Age question to make the ReferralQ available.

To assign Resources to a ReferralQ

1. Choose the ReferralQ to edit from the "Choose ReferralQ to manage" drop-down list
2. In the Assign Resources to selected ReferralQ section:
1. Type in the Resource Name into the Resource field
2. Choose the resource by name from the drop-down list
3. Click "Add"
4. To delete a Resource from the ReferralQ click "Delete"