Cases, referrals and consent
Send a referral correctly by starting with the case record, checking consent and then tracking each status.
One case record with enrollments, incidents and service history
Keep one survivor record per person. Add every repeat event as a dated record in the folder.
Search before you create
Search by name fragment plus date of birth or case number. Review possible matches, then open the existing case or start a new one. Run the duplicate check on name, date of birth, case number and safe contact before you save.
Complete the save checklist
Enter preferred name, program, assigned advocate, safe contact method, preferred language and accessibility needs. Add the first incident, flag the main incident and save when the checklist is complete.
Create the first enrollment
Set the program, start date, assigned advocate and service type, then save. Add a point in time when facts change. Prior rows stay in the history and are not overwritten.
Log services in the folder
Log each contact with date, service type, mode and minutes. The service history feeds reports, so save the service line before you close the note.
- Lists show only a neutral case reference, due date and kind. Full identifiers stay off list views, notifications, page titles and audit detail.
- A safe contact method is required before any message, reminder or referral is sent.
- Closed cases are read-only except for a dated correction entry.
Consent record with scope, expiry and revocation
Record what the survivor agreed to share, with whom, for what purpose and until when. Allow revocation at any time.
Record the consent
Enter the receiving agency, the data types covered, the purpose, the signed date, the expiry date and the signature method. Save the record and keep the signed original for audit.
Check consent before sharing
Open the consent list on the case. Read current, expiring, expired and revoked consents and what each one allows. Confirm the agency and scope match the referral you are about to send.
Revoke when the survivor asks
Record the revocation date and method. Confirm that future sharing stops at once. Past sharing stays in the audit history. A new consent supersedes the old one instead of editing it.
Referral statuses from sent to first connection to closed
Track each referral with dated status history. Distinguish sent from a confirmed service connection.
Create the referral
Pick the receiving agency and service, attach only the records consent allows, add a short summary, check consent and send. Send is blocked when consent is missing, expired or revoked.
Follow the partner response
Watch for received, accepted, declined or needs information. Only the receiving partner moves sent to received, accepted, declined or needs information. Read the reason when a partner declines.
Record first connection and warm handoff
Record the first connection date, the handoff steps and the follow-up. Only the sending advocate or supervisor marks connected and closed.
Close with an outcome
Close the referral with the outcome and date. Status changes are new dated entries. A referral is closed and never deleted.
Work through a referral in a demo
See the consent check block a send and the tracker move to first connection.