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Check, accept or reject a referral

Read a submitted referral, set its stage and checklist, then accept it into a draft record or decline it with a reason.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. Accepting creates a draft record. Declining sends the referrer your reason.

Steps

  1. Open the referral from the onboarding board. A submitted one shows the whole form, with sections such as Funding & consent and Medical.
  2. Read it all. Strips near the top flag things such as allergies, medication or a child protection plan.
  3. Under Intake stage & checklist, choose the stage and tick the checks you have done.
  4. If you are happy, press the accept button at the foot. It is the blue one that creates the draft record.
  5. Or press Reject, write a Reason for rejection and press Reject referral.
  6. After accepting, you land on the new record. Read the banners at the top and act on them.
  7. Send the welcome pack from the board to start onboarding.

If it goes wrong

  • A red message at the top says why accepting failed. Nothing was created and the referrer was not emailed.
  • A referral still waiting on the referrer shows Reminder. Send a nudge instead of reviewing.
  • If no copy was filed, press File another copy or the filing button on an accepted referral.

How it links together

Accepting creates a draft record, files a copy in Documents and emails the referrer. The family then gets a welcome pack, and consent, goals and risk follow on the record.

From referral to a working recordAn accepted referral becomes a record, then onboarding, then delivery.
  1. Submitted
  2. AcceptedDraft record made
  3. Welcome pack
  4. Goals, consent, risk

Where a referral is in its life

A referral is sent, opened, started and then submitted by the referrer. Only a submitted one can be accepted or declined. A timeline on the page shows each step with its date.

Use ← All onboarding to go back to the board at any time. Nothing is lost by leaving.

Reading the form

The page lays the form out in sections: who is referred, the referrer, safeguarding and emergency contacts, funding and consent. Then come schooling, levels, interventions, additional needs and medical details. The reason and voice, travel, commissioning and the sign-off follow. A section with no answers is hidden.

Stage and checklist

Your organisation sets its own review stages and checks. You move a referral along with the stage menu and tick each check. Others can read them but only managers and admins can change them.

What accepting does

  • It makes a draft record from the referral's answers, including contacts and, where given, the area.
  • It emails the referrer to say it was accepted.
  • It keeps a dated copy of the answers in the record's Documents, so a mentor can read what was said. A banner tells you if that copy could not be made.
  • It does not choose a key worker. A banner reminds you to add one.
  • It is safe to repeat. A second try returns the same record rather than making another.

What declining does

A reason is required. It is stored on the referral and emailed to the referrer. The referral moves to Closed. If the refusal fails the box shows the sentence and stays open.

Nudging a referrer

While the referrer has not finished, the page offers a reminder with a button to nudge them. It tells them which fields are still missing. A nudge sent too recently is refused with a sentence saying so, and you can copy the form link and send it yourself.

Questions people ask

Who can accept a referral?

Managers and admins. Anyone else sees a message saying a manager or admin role is needed.

What happens to the young person after I accept?

A draft record is made and you land on it. Add a key worker, then send the welcome pack from the onboarding board.

Does the referrer hear about it?

Yes. They get an email when you accept, and one with your reason when you decline.

Can I accept the same referral twice by mistake?

No. A second accept returns the record that already exists. It will not make a duplicate.

Why can't I decline without a reason?

The reason goes to the referrer and is kept on the referral, so it is required.

Where is the referral kept after it is accepted?

A dated copy is filed in the record's Documents. You can file another from the referral page if needed.