This article is a step-by-step guide for the use of the Referrals dashboard report. This report is accessible to all HMIS users. It should be used by any project to monitor the types of referrals, and referral outcomes, recorded by the project within HMIS.
Running the Referrals Report
- Set Enter Data As
- Click Reports from the menu on the left
- Click Referrals
- Enter the report prompts
- Provider: This should be the provider selected as the Enter Data As. Provider type radio button should be set to "This provider only"
- Referral Type: This should be set based on if the project is looking at referrals coming TO it (incoming) or looking at referrals made BY it (outgoing)
- Referral Status: This should be set based on if the project is looking at referrals without a response (outstanding), with a response (closed), or both (ALL)
- Referral Outcome: This will only need to be filled out if the "Referral Status" prompt was set to "Closed". This field allows for the project to see closed referrals by specific outcome.
- Referral Date Range: These dates should be the time frame between which referrals were made in HMIS.
- Sort Order: The default for the report is to sort by date. Edit this section only if the project want to group and sort the report in another order.
- Click Build Report
Reviewing the Referrals Report
Once the report runs, the list of referrals made during the date range will appear as a table in the "Report Results" section, below the prompts. Client names with HMIS ID and need type appear in blue text as they are hyperlinked items. If the client name is clicked, the page will be redirected to the client's profile. If the need type is clicked, the page will redirect to the specific referral in the system.
Some referrals may have a notepad icon under the "Need Notes" column. Notes may be viewed by hovering the mouse over the notepad icon. CE Central staff will update the “notes section” with direction on the bed/room the client was placed in and household composition. Any additional needs they may have will also be identified here.
To download the results, click the Export Results button (below prompts). A .zip file will download to the computer from which an excel document can be retrieve for review and sorting.
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