Recording Mainstream Referrals in WellSky Community Services

Please note: A training video is available on recording mainstream referrals in WellSky Community Services. Please contact the helpdesk if you would like the link. 

Recording referrals

Open the client record, set the back date, and go to service transactions

1. Select appropriate Enter Data As provider
2. Search for and open the Head of Household’s record
3. Back Date Prompt: set to the date referral was provided and click Set New Back Date.
4. Click on the Service Transactions tab.

Record a referral

1. Click Add Referrals
2. In the Service Code Quicklist, select a need and click Add Terms. 
   • If the need is not in the Service Code Quicklist window, use the Service Code Look-Up to select a need term (see Using the Service Code Look-Up Function below)
3. Scroll down to Referral Provider Quicklist, and search for the provider’s name in the dropdown menu
   • If provider is in the quicklist, select the provider in the dropdown, then click Add Provider
   • If provider is not in the quicklist, scroll down to Search Results
     • If provider is in Search Results, click green plus in front of provider’s name
     • If provider is not in Search Results, scroll back up to Referral Provider Quicklist, select Non-HMIS Referral Provider in the dropdown, then click Add Provider
4. Skip over Referral Data section entirely
5. Scroll down to Referrals and check all checkboxes
6. Optional: Under Selected Needs, fill in any details in the following fields:
   • Amount if Financial
   • Need Status/Outcome/If Not Met, Reason
   • Notes (click on notepad icon to record notes)
7. Click Save All

Note: If you need to document another referral, just go back to step one of this section. 

Using the Service Code Look-Up Function

Using the Search Function

• Enter search term(s) into the search box and click Search. Search results will appear in the left hand column under Search Results. If you do not find an applicable search result, try modifying your search terms, and search again. 
• To learn more about a service code, click on View to the left of the code. Information about the term will show in the Details box below the Selected Service Codes box. 
• To select the term, click on Select to the left of the code. The term will appear in the Selected Service Codes box. Then click Submit.

Browsing All Available Options

• To see items below the AIRS taxonomy term, click on the code or term. The service codes below that term will be shown. 
• To learn more about a service code, click on View to the left of the code. Information about the term will show in the Details box below the Selected Service Codes box. 
• To select the term, click on Select to the left of the code. The term will appear in the Selected Service Codes box. Then click Submit.

Frequently Asked Questions

Is there a place where I can fill in another provider that is not listed?

Not exactly. If the provider you're looking for is not in the system, you can record the referral as going to the "Non-HMIS Referral Provider." Using the "Non-HMIS Referral Provider" when there is no matching provider in the system meets the minimum documentation requirements set forward by the City DHS office. If, however, you'd like to record more details for other purposes, you can use the notepad icon (toward the bottom of the referral page) to record the referral agency within the notes. In addition, if there are agencies you make a lot of referrals to, it may be possible for us to add them to your dropdown. If you'd like to pursue that option, please contact the helpdesk using the "Contact" button at the top of this page. 

I can't find a service code that matches what I'm looking for. Can you add one?

No, we cannot add service codes to WellSky Community Services. WellSky Community Services uses the AIRS Taxonomy to record all needs, services, and referrals. However, we are happy to assist you in looking through the over 9,000 available taxonomy terms to find something that is close to the service or referral you need to record, as well as looking into other ways to record the services you provide. If you'd like to learn more, please contact the helpdesk using the "Contact" button at the top of this page. 

Where did the list of agencies and service codes come from?

ICA developed a default list of providers and service codes based upon information gathered from a couple providers in the St. Louis region who had previously contacted ICA regarding the ability to document referrals within the HMIS, and used the default list for all providers who are required to enter referrals into the HMIS by the City of St. Louis Department of Human Services. Both of these lists can be customized by project, so if you'd like to have terms or agencies added to or removed from these lists, just contact the helpdesk using the "Contact" button at the top of this page. 

Are the agencies I'm referring people to being notified about the referral?

It depends. There are a lot of factors that go into determining whether or not the agency you make the referral to can see that you made a referral to them. For the agency you referred the individual to to be able to see the referral, they must participate in HMIS, and they must be able to "see" the information your project enters into the system - meaning that referrals made by protected agencies are not visible to other providers. In addition, they must turn on notifications about incoming referrals or check their incoming referrals report. If you'd like to learn more, please contact the helpdesk using the "Contact" button at the top of this page. 

Disclaimer

If you liked this tipsheet, you might find this online tutorial " Referrals" helpful too! Please contact the Helpdesk for the video's security password.

Copyright 2018 Institute for Community Alliances. All Rights Reserved.