Where can I see how many referrals have been updated by the program?

Tier: Basic, Professional, Enterprise 

Overview

We make it easy to connect with programs directly on your site(s) through our referral functionality. The referral functionality allows the person who needs help, the person who made the referral, and the program that received the referral to update and track the progress of the referral. This ensures that the person who needs help is getting help. 

Both the Referral Activity dashboard and the Site Referrals Details (PII) report include data trends and details about  referrals. The Referral Activity dashboard shows trends about who is updating the status of referrals and details about referrals made to the top 50 programs that received the most referrals. The Site Referrals Details (PII) report provides details for all individual referrals on your site(s). 

What Are Referrals?

There are several ways a person can contact a program: 

  1. Clicking on a phone number, email, or website on the program card.
  2. Sharing program information.
  3. Directly connecting with a program using the electronic referral button. 

Referral_program_card.png

The Referral Activity dashboard and Site Referral Details (PII) report shows data for instances where a person is connecting to a program (i.e. completing a referral). 

Referral Statuses

Referrals connect a person in need to the program that can serve them. Once a referral is sent, the person being referred, the person who made the referral, and the program that received the referral can view and update the status of the referral. We offer a wide range of different referral status so that all parties involved know what happened with the referral and follow up as needed.

What is the Referral Activity Dashboard?

The Referral Activity dashboard also shows trends around volume of referrals, status updates on referrals, who is updating the status, and what programs are receiving those referrals. The Most Referred to Programs table shows referral details for the top 50 programs that received the most referrals. And the Status Updates On Your Referrals chart shows trends about who is updating the status of referrals. 

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Referral status options

Using the Most Referred to Programs Table

Reference the Most Referred to Programs table in the Referral Activity Dashboard to view details around the programs that receive the most referrals on your site(s).

Most_Referred_to_Programs_table.png

This table shows the top 50 programs that received the most referrals. Scroll to the right of the table to view details about each of the programs, such as: 

  • Basic program information
  • Interaction, connection and referral volume
  • Referral follow-up details, including who updated the status and the general referral status

Tip

The Most Referred to Programs table is long, so don’t forget to scroll to the right to see all the details available!

 

To easily view all the details in the table, we recommended downloading the information to a spreadsheet. 

To download the data:

  1. Hover your mouse over the table.
  2. Click on the three lines in the upper right corner.
  3. Select Download Data.
Download_Data.gif

 

Using the Status Updates On Your Referrals Chart

Reference the Status Updates On Your Referrals chart in the Referral Activity dashboard to view trends about who is updating the status of referrals on your site(s). 

Referral_Activity_Dashboard_generic.png

This chart displays the total number of referral status updates made on your site(s) and the number of referrals status updates made by:

  • Navigation Team - The status was updated by a team member of the person who created the referral.
  • Navigator - The status was updated by the person who created the referral.
  • Organization - The status was updated by the program that received the referral.
  • Seeker - The status was updated by the person for whom the referral was created.

What is the Site Referral Details (PII) Report?

The Site Referrals Details (PII) report provides the detailed information on all referrals submitted on your site(s) in a single table. This report is only available to users who have been granted access to PII reports. Please reach out to your site administrator if you have any questions about your specific access. 

The best way to use this dashboard is to download that data for your own analysis.

 To download the data:

  1. Hover your mouse over the table.
  2. Click on the three lines in the upper right corner.
  3. Select Download Data.
Download_Data.gif

Filter Tips

Use filters to understand referral activity in the context of a specific user group, geographic area, and/or need category.

Referral_filters.png

Here are some examples of ways to use filters on these dashboards:

Tip

Use multiple filters at once!

Filter

Use and Example

Site

Use the Site filter to see search activity for one or more of your sites. 

Example: What are the programs that people are most frequently connecting to (i.e., sending referrals) on our community site?

Group

Use the Group filter to see activity for one or more groups on your site(s). 

Note: You must filter on a specific site before group filter options are visible.

Example: How frequently is our care management group updating referral statuses compared to programs?

Category

Use the Category filter to see referral activity details for programs that provide services in that category.

Example: What programs that address food needs are receiving the most referrals? 

Geographic (i.e. State, County, City, Zipcode) 

Use geographic filters to see search trends in a specific geographic area. 

Note: Geographical filters are hierarchical, meaning that the larger geographic filter must be selected before smaller geographic filter opinions are visible. (i.e., Filter on a specific state to see that state’s county filter options) 

Example: We have been focusing community engagement efforts in Travis county. Are our most referred-to programs in Travis county updating the status? 

 

Independent Practice

This section is intended to help you understand the Referral Activity dashboard and Site Referral Activity Details (PII) report. 

Access the appropriate dashboard on your site and answer the following questions or take the suggested action:

  1. Locate the program that received the most referrals on your site(s). How many referrals did the program update the status?
    • Tip: Find the Most Referred to Programs table and scroll to the right to locate the Organization Updated column. 

       

  2. What group (Navigation Team, Navigator, Organization or Seeker) has made the most status updates to referrals on your site(s) in the last 6 months?
    • Tip: Use the Status Updates On Your Referrals chart

       

  3. Download Site Referral Activity Details (PII) report.
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