Author: chcsreya

Referrer Manager External Role Access and General Functions 

Overview 

This guide walks users through the complete referral management workflow for the Referral Manager (External) role. It explains how the Referral Manager reviews incoming referrals, monitors referrals sent by their organization, updates referral details, adds referral notes, and tracks the status of referrals throughout their lifecycle. It also covers how notifications are received for new referrals and referral notes. 

Step-by-Step Instructions 

Step 1. Access Referral Lists 

1.1 From the home screen, review the Notification Bar for alerts about: 

• New referrals received 
• New or updated referral notes

 1.2 Navigate to Manage. 

1.3 Access the two main views:  

• All Referrals Sent 

• All Referrals Received 

Note: If the account also had the External Referrer role, “My Referrals Sent” would appear — but Referral Manager (External) mainly uses the two views above. 

Step 2. Review and Track Referrals Sent by Your Organization 

2.1 Go to Manage → All Referrals Sent.

This view lists all referrals submitted by referrers in your organization (e.g., Vivant Health referrals sent to CHC) 

2.2 Click the member’s name hyperlink to open the referral form.
2.3 On the Referrals page (page 2), track: 

• Status updates 
• Which program or organization the receiving entity forwarded the referral to 

2.4 On the Referrals page (page 2), track: 

• Status updates 
• Which program or organization the receiving entity forwarded the referral to 
• This page is not editable for the Referral Manager External 

 

2.5 On the Referral Notes page: 

• You can add notes to communicate with the receiving organization 

Step 3. Review and Manage Referrals Received by Your Organization 

3.1 Go to Manage → All Referrals Received. 

This view shows all referrals assigned to your organization. 

3.2 Open the member record by clicking on the member’s name. 

3.3 On the Referrals page (page 2), you can: 

• Accept the referral
• Mark it Under Review 
• Reject the referral 

 3.4 Add referral notes as needed and complete the form. 

3.5 Save your changes so the referring organization can view them. 

Step 4. Review Notifications on the Home Page 

4.1 When the receiving organization updates a referral or adds a note, a system notification will appear.
4.2 Access these updates using the Notification Bar on the Home screen. 

 

 

 

 

 

 

 

Referrer Manager External Role Access and General Functions 

Overview 

This guide walks users through the complete referral management workflow for the Referral Manager (External) role. It explains how the Referral Manager reviews incoming referrals, monitors referrals sent by their organization, updates referral details, adds referral notes, and tracks the status of referrals throughout their lifecycle. It also covers how notifications are received for new referrals and referral notes. 

Step-by-Step Instructions 

Step 1. Access Referral Lists 

1.1 From the home screen, review the Notification Bar for alerts about: 

• New referrals received 
• New or updated referral notes

 1.2 Navigate to Manage. 

1.3 Access the two main views:  

• All Referrals Sent 

• All Referrals Received 

Note: If the account also had the External Referrer role, “My Referrals Sent” would appear — but Referral Manager (External) mainly uses the two views above. 

Step 2. Review and Track Referrals Sent by Your Organization 

2.1 Go to Manage → All Referrals Sent.

This view lists all referrals submitted by referrers in your organization (e.g., Vivant Health referrals sent to CHC) 

2.2 Click the member’s name hyperlink to open the referral form.
2.3 On the Referrals page (page 2), track: 

• Status updates 
• Which program or organization the receiving entity forwarded the referral to 

2.4 On the Referrals page (page 2), track: 

• Status updates 
• Which program or organization the receiving entity forwarded the referral to 
• This page is not editable for the Referral Manager External 

 

2.5 On the Referral Notes page: 

• You can add notes to communicate with the receiving organization 

Step 3. Review and Manage Referrals Received by Your Organization 

3.1 Go to Manage → All Referrals Received. 

This view shows all referrals assigned to your organization. 

3.2 Open the member record by clicking on the member’s name. 

3.3 On the Referrals page (page 2), you can: 

• Accept the referral
• Mark it Under Review 
• Reject the referral 

 3.4 Add referral notes as needed and complete the form. 

3.5 Save your changes so the referring organization can view them. 

Step 4. Review Notifications on the Home Page 

4.1 When the receiving organization updates a referral or adds a note, a system notification will appear.
4.2 Access these updates using the Notification Bar on the Home screen. 

 

 

 

 

 

 

 

Referrer Manager External Role Access and General Functions 

Overview 

This guide walks users through the complete referral management workflow for the Referral Manager (External) role. It explains how the Referral Manager reviews incoming referrals, monitors referrals sent by their organization, updates referral details, adds referral notes, and tracks the status of referrals throughout their lifecycle. It also covers how notifications are received for new referrals and referral notes. 

Step-by-Step Instructions 

Step 1. Access Referral Lists 

1.1 From the home screen, review the Notification Bar for alerts about: 

• New referrals received 
• New or updated referral notes

 1.2 Navigate to Manage. 

1.3 Access the two main views:  

• All Referrals Sent 

• All Referrals Received 

Note: If the account also had the External Referrer role, “My Referrals Sent” would appear — but Referral Manager (External) mainly uses the two views above. 

Step 2. Review and Track Referrals Sent by Your Organization 

2.1 Go to Manage → All Referrals Sent.

This view lists all referrals submitted by referrers in your organization (e.g., Vivant Health referrals sent to CHC) 

2.2 Click the member’s name hyperlink to open the referral form.
2.3 On the Referrals page (page 2), track: 

• Status updates 
• Which program or organization the receiving entity forwarded the referral to 

2.4 On the Referrals page (page 2), track: 

• Status updates 
• Which program or organization the receiving entity forwarded the referral to 
• This page is not editable for the Referral Manager External 

 

2.5 On the Referral Notes page: 

• You can add notes to communicate with the receiving organization 

Step 3. Review and Manage Referrals Received by Your Organization 

3.1 Go to Manage → All Referrals Received. 

This view shows all referrals assigned to your organization. 

3.2 Open the member record by clicking on the member’s name. 

3.3 On the Referrals page (page 2), you can: 

• Accept the referral
• Mark it Under Review 
• Reject the referral 

 3.4 Add referral notes as needed and complete the form. 

3.5 Save your changes so the referring organization can view them. 

Step 4. Review Notifications on the Home Page 

4.1 When the receiving organization updates a referral or adds a note, a system notification will appear.
4.2 Access these updates using the Notification Bar on the Home screen. 

 

 

 

 

 

 

 

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.