External Referrer Role Access and General Functions
Overview
This guide walks users through the complete referral creation workflow — from initiating a new referral to marking it complete. It explains how an External Referrer creates referrals, enters the required referral details for the member, views relevant records, and manages the referral through its entire process.
Step-by-Step Instructions
Step 1. Start a New Referral: Access the Form
1.1 From the Home screen, navigate to the ‘Referrals’ section
1.2. Locate and open the ‘Referral Form’ to submit a new member referral
Step 2. Complete Referral Form
2.1 Enter member demographics under “Member Demographics” Page
2.2 Enter Medi-Cal Number. If the member’s Medi-Cal Number is available, enter it in the Medi-Cal Number field. If not, enter the Social Security Number (SSN). If the Medi-Cal Number is not available, the SSN, email ID, or contact number will be used as the MCIN for the member.
2.3 Choose a main requested service for the members if required (e.g., 24×7 Assisted Living, Aging, Birth Equity, CHW etc.).
2.4. Select the referral services (additional rows if needed), then click Next.
2.5. Add any relevant notes to the ‘Referral Notes’ page, if needed. This serves as a communication thread between the referring and referred organizations. Email alerts are sent whenever notes are updated.
2.6. Submit the form to complete the Referral.
Step 3. Manage/Review/Track the Sent Referral
3.1. Navigate to Manage → ‘My Referrals (Sent)’ view
3.2. Locate the member record using the search or filter options.
3.3. Click on the member’s name hyperlink.
3.4 Review all form pages. Update information if needed and complete it when done.
3.5 Track the referral status on the second page, ‘Referrals’, visible in non-edit mode. This section shows which program or organization the receiving team has assigned the member to.
Step 4: Review Notifications on Home Page
If the referred organization adds a new referral note, you will receive a system-generated notification. Access all notifications from the **Notification Bar** on the Home page.
