OAEH Housing Referral Workflow

All HMIS PSH and RRH providers in the OAEH CoC are expected to participate in coordinated entry and serve only clients on the Prioritization List through referrals received from the Coordinated Entry Lead Agency.

Accepting, Declining, or Canceling a Referral

Once you have received a referral from Coordinated Entry, go to the Client Profile for the referred client and click the Service Transactions tab.

Within 72 hours of Receiving the Housing Referral

1. Click the View Entire Service History button.
2. Select the appropriate referral by clicking the pencil icon, which should be Supportive Housing Placement/Referral type.
3. Scroll down to the Referral Data section and select Accepted for the Referral Outcome.
4. Scroll down to Need Status and Outcome.
5. Select Identified from the dropdown list for the Need Status.
6. For Outcome of Need, select the appropriate answer: If you are accepting the referral, then select Service Pending.
7. Click Save & Exit.
8. Begin the process of contacting the household and completing the intake.

If Client Successfully Enrolls in Agency’s Project

1. Click the View Entire Service History button.
2. Select the appropriate referral by clicking the pencil icon, which should be Supportive Housing Placement/Referral type.
3. Scroll down to the Referral Data section and select Accepted for the Referral Outcome.
4. Scroll down to Need Status and Outcome.
5. Select Closed from the dropdown list for the Need Status.
6. For Outcome of Need, select the appropriate answer: If you are accepting the referral, then select Fully Met.
7. Click Save & Exit.

If Client Doesn’t Successfully Enroll in Agency’s Project

1. Click the View Entire Service History button.
2. Select the appropriate referral by clicking the pencil icon, which should be Supportive Housing Placement/Referral type.
3. Scroll down to the Referral Data section and select Declined/Canceled for the Referral Outcome.
   1. If Canceled or Declined, Reason
      1. Reasons for Canceled
         1. Cannot Contact Client
         2. Client Did Not Show for Intake
         3. Client Died
         4. Client Disappeared (Unable to Contact Client)
         5. Client Refused Service
         6. Requested Cancellation of Referral
         7. Client Resolved Housing Crisis Independently
         8. Duplicate Referral
      2. Reasons for Declined
         1. All Services Full
         2. Client Not Eligible Due to Program Guidelines
         3. Needs Could Not Be Met
      3. Reasons that shouldn’t be used
         1. Client VISPDAT is between 0 and 3

         2. No Contact Information

            a. Reach out to the referring agency, if this is an issue

         3. Service Not Accessible
         4. Service Does not Exist
4. Scroll down to Need Status and Outcome.
5. Select Closed from the dropdown list for the Need Status.
6. For Outcome of Need, select Not Met.
   1. If Need is Not Met, Reason (select the appropriate choice that would match the reason for Canceled or Declined).
7. Click Save & Exit.

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