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:

1. From the navigation bar, click in the Client Search box (or click the Search icon).  The Advanced Search window is displayed.

  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.

2. In the First Name and Last Name fields, type the first two letters of the consumer's first and last names, respectively. 
3. Click the Limit Search Results to drop-down arrow and select the number of matches to be displayed in the Search results.
4. Click SEARCH.  The Consumer Search Results page is displayed.  This page contains a list of consumers and household members with records in the system for whom all or part of the identifying information entered on the previous page is a match.
5. If there is an existing record for the consumer being admitted, take note of how the name, date of birth, and social security number were entered for him or her.  This information will need to be entered in the exact same manner when creating the referral, so that a duplicate program record is not created.
6. Click Intake/Admission Menu.  The Intake Records Search page is displayed.

7. Click the Program drop-down arrow and select the program associated with the consumer for whom the referral is to be created.
8. Click the Database drop-down arrow and select "Data Entry."
9. In the First Name, Last Name, and/or Alias fields, type the consumer's name, initials, and/or alias.  When using full names or identifiers such as SSNs, be sure to enter that information exactly as it was found in any existing records in step 5, if applicable.
10. Click SEARCH/CREATE.  The Referral Search Results page is displayed. 

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.

11. In the search results, check to see if the consumer has an existing referral record.  Based on your findings do one of the following:

  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.

12. From the "Applicant" column, click Create New Application.  The Referral Information Form page is displayed.

13. Complete the application evaluation portion of the referral by configuring the fields and options on this page as necessary.  If, in step 5, an existing record was found for the consumer, be sure to enter in this form the same name, date of birth, and social security number used in that record.

  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.")

14. Click CREATE REFERRAL.  The application evaluation is saved, and a read-only report version of the full referral record is displayed on the Referral Information Form page.

  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.

15. Click UPDATE REFERRAL SOURCE.  The Referral Source Selection Settings page is displayed.

  NOTE: Referral source information must be entered before intake or admission can be processed for a referral.

16. Click one of the "Referred By" radio buttons on this page to indicate who referred the applicant:

  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.

17. Click CONTINUE.  The referral source information is saved and the Referral Information Form page is re-displayed.  Continue with step 20.
18. Click the Referral Agency drop-down arrow and select the source agency.

  NOTE: The agency select list includes those agencies specified for inclusion as Admission Referral Sources in the Referral Agencies module.

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.

19. Once an agency has been selected, the Referral Contact drop-down list is automatically refreshed to reflect those contacts saved for that agency (within the Referral Agencies module), along with an "Unknown" option.  Click this drop-down arrow and select the applicable contact name for the referral source.

  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.

20. Click CONTINUE.  The Referral Information Form page is displayed.
21. Make additional changes or additions to the referral record by configuring the fields and options in one or more of the following record sections:

  Application Evaluation

  Demographic Data

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. 

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