Responding to a Referral in the Shelters Module

This guide was developed to guide users through the steps for responding to an emergency shelter placement referral from within the Shelters Module.

There are two different manners in which referrals are handled in Shelters Module. ICA refers to the two different manners as "Checking In" and "Closing Out."

Closing out means that your project is accepting, canceling, or declining the referral AND does NOT want to check the client into an open bed.
Checking in means that your project is accepting the referral AND wishes to check the client into an open bed.

The instructions and video below cover how to do both of these procedures in the system.

Step-by-Step Instructions

Remember to set your Enter Data As (EDA) properly before beginning.

1: Open the Shelters module. If necessary, select a Unit List and click "Submit" to show the Shelters dashboard.
2: Click "Check In Referral" to view the outstanding incoming referrals sent to your shelter.

Closing out a referral

3: On the applicable referral, click the pencil icon to accept, cancel or decline the referral. The Edit Referral Data window will open.
4: Change the Referral Outcome field to match the appropriate outcome for the referral.
5: Scroll to the bottom and click Save Referral Information. The referral is now closed.

Checking in a referral

3: On the applicable referral, click the green plus icon to check the client into an open bed, then proceed with the check-in workflow designated for your shelter.
4: Once the basic workflow is complete, Community Services will automatically mark the shelter referral as accepted.

Demonstration Video

This short demonstration video (approx. 3.5 minutes) shows the steps above. The password for the video is available from our helpdesk.