The first step in the intake/admissions process for a residential or day program is to create a referral record for the consumer.
IMPORTANT! When working with residential programs during an agency's start-up period, consumers MUST be entered into AWARDS in the following order:
1. LEGACY CONSUMERS - Consumers that were both admitted to, and discharged from, an agency program prior to today. This data entry is only necessary if you wish to record a history of previous consumers in your agency/program. (After processing admission for legacy consumers, you must also fully discharge them within AWARDS before any subsequent intake/admission data entry is done so that the necessary residence units are available. For more information on discharge processing, click here.)
2. CURRENT CONSUMERS - Current consumers are those that were admitted to an agency program prior to today, and who have not yet been discharged from that program.
3. NEW CONSUMERS - New consumers are those who are screened by and/or admitted into any agency program today or any time in the future.
To create a referral record, complete the following steps:
NOTE: Each agency refers to its members/consumers in a different way, and the terminology in AWARDS can be adjusted accordingly. As a result, the Consumer Search functionality may be labeled Client Search, Member Search, Resident Search, or something similar. Regardless of how it is labeled, the functionality is the same as that described in this document.
This page contains a list of any existing intake records for which the identifying information matches that entered on the Intake Records Search page.
TIP: Click the heading of any column in the results table to sort the contents by that variable.
If the consumer has an existing referral with an admission date and no discharge date, he or she is currently on the program roster and a new admission should not be processed.
If the consumer has an existing referral with no admission date and with screening and status dates for a program admission other than the one you are recording, continue with step 12 to create a new referral.
If the consumer has an existing referral with no admission date and with screening and status dates for the program admission you are recording, it should be used to process the consumer's admission. Skip the remainder of the referral creation process to prevent a duplicate record, and instead continue with Processing Consumer Intake or Processing Consumer Admission.
If the consumer does not have an existing referral record, continue with step 12.
TIP: Keep in mind when setting the Intake Status option on this page that in order to process consumer admission the intake status must be set to "Accepted-Admission." If intake is to be processed for this consumer prior to admission, an unresolved intake status must be selected. (Resolved status selections are "Accepted," "Withdrawn," and "Rejected.")
NOTE: If any data entry errors are found by AWARDS at any point during the process of creating or updating a referral record, they are listed in red at the top of the page. In the event that an error is received, update the portion of the referral to which the error applies, then save your work before proceeding.
NOTE: Referral source information must be entered before intake or admission can be processed for a referral.
Self - If the client was self-referred, click this radio button and continue with step 17.
Other - If the client was referred in another way, click this radio button and continue with step 17.
Agency - If the client was referred by another agency, click this radio button and continue with step 18.
To first narrow the contents of the selection list, type the first few letters of the agency's name or street address in the corresponding Search field.
TIP: New referring agencies and contacts cannot be added from within a a referral/admission record. If it is necessary to have an addition made and you do not have access to the Referral Agencies module, contact your local Help Desk team for assistance. They can assist you or put you in touch with someone with the necessary access.
To access a section, click the corresponding Update button. An Update page is displayed. When all of the information in that section has been entered or updated as necessary, click UPDATE to save your information and return to the Referral Information Form page.
The process of creating and updating a new referral is complete.