What are the program, provider, and helper details of each referral that is sent on our site?

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 helps ensure that the person who needs help is getting help. 

The Site Referrals Details (PII) report is a great dashboard to use to view details for all referrals and send activity that happens on your site(s).  

What are Referrals and Share Actions?

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. 

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The Site Referral Details (PII) report  includes detailed information for instances where program information is shared or a person is connected 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 statuses so that all parties involved know what happened with the referral and can follow up as needed.

Using the Site Referral Details (PII) Report

The Site Referrals Details (PII) report includes two tables. The Referral Details table includes detailed information on all referrals submitted on your site(s). In this table you can find the following information: 

  • Name, contact information, and unique ID for the person seeking services
  • Sender name and contact information
    • Non-staff user referrals are anonymized to protect the privacy of the person seeking services

  • Details on which program received the referral
  • When the referral was made
  • The current status of the referral
  • When the referral status was updated
  • Who updated the referral status
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The Share Details table includes detailed information on shared activity that took place on your site(s). In this table you can find the following information: 

  • When the activity happened
  • Who sent the information
  • Who received the information
  • What program information was sent

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. 

Note

A group-based version of this report is available. This allows provisioned staff user to view this data for only their designated group(s)!

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.
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Independent Practice

Go to your Site Referrals Details (PII) report and download the data.

Filter Tips

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

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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? 

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