Difference between revisions of "Referral Edit"

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=Introduction=
 
=Introduction=
  
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The referral edit screen is used to make changes to an existing referral/case or a specific contact.  The edit screen is accessed in various locations by clicking on a referral number.  The screen is broken up into three main sections, referral section, contacts/actions and outcomes.
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The referral edit screen is used to make changes to an existing referral/case or a specific contact.  The edit screen is accessed in various locations by clicking on a referral number.  The screen is broken up into sections, referral section, the org/person section, Extra Information, Additional Data, Recent Actions  and Outcomes
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[[File:REFedit_sections.PNG]]
 
  
 
'''It is important that if any of the contacts/actions are being edited then they must be individually saved prior to changes to the referral.  If you edit a contact and save the referral, the edit will be lost.  If you edit the referral and save a contact then the edit for the referral will be lost.'''
 
'''It is important that if any of the contacts/actions are being edited then they must be individually saved prior to changes to the referral.  If you edit a contact and save the referral, the edit will be lost.  If you edit the referral and save a contact then the edit for the referral will be lost.'''
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=Referral Section=
 
=Referral Section=
  
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The referral section is displayed in a summarised view and split to two main sections, the general referral details and additional information.
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The referral section displays information pertaining to the referral itself. Here, you can edit the referrer or assign it to a worker using the ''Additional Org/Person'' function on the project. In this example you can see its labelled "Caseworker". This function is particularly useful if you assign referrals to a caseworker.  
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[[File:REFedit_refsection.PNG]]
 
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==The general referral details==
 
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To expand the section to see the full details of the referral click on the [[File:Icon_expand.PNG]] icon. The following details will be available:
 
  
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[[File:Refedit_refdetails.PNG]]
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[[File:referral_edit1.JPG|700px|alt="a screenshot of the referral edit page."]]
  
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* '''Client''' - You will be displayed the name of the Service User.
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=The Org/Person Section=
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* '''Date of Referral''' - The date and time that the referral/case was received/started.
 
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* '''Project''' - The project the referral is associated with.  If the referral is not connected to any extensions (Rostering, Handy Persons, templates etc) you can change the project from the drop down.  This requires access from [[Operational Rules#Allow Project To Be Changed On Referral Edit?|Operartional Rules]].
 
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* '''Project Subcategory''' - Drop down to edit the Project Subcategory, users require [[Users#Navigation|access to subcategories]].
 
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* '''Funding Stream''' - Drop down of funding streams associated with the selected project.  Changes to the project will need to be saved to update the list.
 
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* '''Branch''' - This is what branch the referral has been recorded in.
 
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* '''Completed?''' - Displays the current referral completion status and the date of the next action if applicable.
 
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* '''Time Spent''' - The total time recorded on all contacts.
 
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* '''Travelling Time''' - The total travel time recorded on all contacts.
 
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* '''Total Time''' - The total of time and travel time on all contacts.
 
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* '''Mileage''' - The total mileage recorded on all contacts.
 
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* '''Full Name''' - The name, address and contact fields are from when the referral was entered on the system.  If the record has been changed then this will not be the same as the referral details.  You can refresh the details of the referral by clicking the [[File:Icon_refreresh.PNG]], this will update all details like name, address, DOB, Ethnic origin to what is currently on the service users record.  If you wish to move the referral to a different record, delete the persons surname and click the [[File:Icon_yellowpeople.PNG]] icon.  Use the search to find the record and tick the box.  Any changes will required the save details button to be pressed before making any changes to the contacts.
 
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* '''Address line 1''' - See '''Full Name''' above to make changes.
 
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* '''Address line 2''' - See '''Full Name''' above to make changes.
 
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* '''Address line 3''' - See '''Full Name''' above to make changes.
 
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* '''Address line 4 (Town)''' - See '''Full Name''' above to make changes.
 
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* '''Address line 5 (County)''' - See '''Full Name''' above to make changes.
 
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* '''Postcode''' - See '''Full Name''' above to make changes.
 
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* '''Main Telephone No.''' - See '''Full Name''' above to make changes.
 
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* '''Email Address (Main)''' - See '''Full Name''' above to make changes.
 
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* '''Response Tel No''' - Enter Response Tel if required.
 
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* '''Response email''' - Enter Response Email if required.
 
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* '''Postal District''' - See '''Full Name''' above to make changes.
 
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* '''Age Range''' - See '''Full Name''' above to make changes.
 
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* '''Main Disability''' - See '''Full Name''' above to make changes.
 
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* '''Referred By''' - Displays the recorded referral.  To add a referrer click the [[File:Icon_yellowpeople.PNG]] icon.  Use the search to find the record and tick the box.
 
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* '''Represented By''' - Allows editing of the Represented By name.
 
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* '''Handyperson Referral No.''' - If the referral has been linked to a Handy Person referral the HP Referral number will be displayed.
 
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* '''Assign Someone''' - This allows a Staff Member or Volunteer to be assigned via a job card.  Tick the box and select Save Details to continue.  See [[Record A Contact#Assign Staff/Volunteer|Assign Staff/Volunteer Jobcard]] for details.
 
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* '''Provide Publication''' - To add or edit publications provided tick the box and select save details.  Complete the following:
 
  
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[[File:Refedit_publications.PNG]]
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This section displays information that relates to the client as it was at the time of the referral. Things like their address, contact details and age range. It is possible to report on these items as they were at the time of referral, not necessarily what they are now. Unless you wish to make changes and use the "synchronise data" function.  
  
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Edit the date if required and select the required publications.  If you use all 5 boxes then save the details an re-select publications and new boxes will appear.
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[[File:referral_edit2.JPG|700px|alt="a screenshot of the org/person section of the referral edit page."]]
  
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==Additional Data==
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=Extra Information Section=
  
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The additional data section allows you to access and edit:
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Here you can change the contact type and also edit the referral reasons if needed. You can also record which [https://wiki.dizions.co.uk/index.php/Publications Publications] were sent. You can also use the "Save and Assign Someone" function if you are using the [https://wiki.dizions.co.uk/index.php/Volunteer_Job_Card_Assignments Volunteer Job Cards] function.
  
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'''Extension Database'''
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[[File:referral_edit3.JPG|700px|alt="a screenshot of the extra info drop down in the referral edit page."]]
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Setup on the project to collect additional information.  Click on the relevant button, these will be named by your administrator.
 
  
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'''Classification Codes'''
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=Additional Data Section=
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These are reporting codes that may have been added to the project.  If new codes are added they will be recorded against the referral and not an action.  If you need to add a code that is connected to a contact then this would need to be done on the history tab for the contact.  See [[Record A Contact#Classification Codes|Record A Contact]] for further details.
 
  
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'''Upload (Referral Linked) Document'''
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Here you can add additional [https://wiki.dizions.co.uk/index.php/Classification_Codes Classification Codes] if they are activated for this project. You can also upload a document to the referral.  
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Allows the user to upload/edit a document connected to the referral.  See [[Uploaded Documents]] for details.
 
  
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[[File:Refedit_additionaldata.PNG]]
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[[File:referral_edit4.JPG|700px|alt="a screenshot of the additional data section of the referral edit page."]]
  
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=Contact and Actions Section=
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=Recent Actions Section=
  
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In this section you will see the contacts/actions already done as well as any outstanding actions. Each contact will be displayed as a summarised line.  To view or edit a contact click on the [[File:Icon_expand.PNG]] icon to expend the contact.  Once expanded the contact/action can be edited.
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This section lists all the actions/contacts that have been added to this referral. You can see more information about each contact by clicking on the downward pointing arrow (circled in red below). It is possible for the original text to be edited if you have the relevant permissions however it is advisable to consider restricting access for this feature in [https://wiki.dizions.co.uk/index.php/Group_Access_Rights Group Access] as you may not want everybody to have access to change a historic case note once its been saved. It is also possible to edit:
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*The date and time of the contact/action
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*Contact Method
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*Contact Type (if used)
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*Time Spent
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*Done Stage (or current stage)
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* Done by (or how did the actual contact)
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*What done and What Needed - changes the free text added at the time and if any was recorded as an outstanding action
  
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[[File:Refedit_contact.PNG]]
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You can also use the Extra Info and Further Action function directly from this page.  
  
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The top boxes cannot be edited as these are the audit fields for the contact. If changes to the contact have been made it is important that you save the changes using the action save button, or changes will be lost.  You cannot use the referral save button to save the changes to the actions.
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[[File:referral_edit5.jpg|700px|alt="a screenshot of the completed actions and contacts on the referral edit page."]]
  
 
=Outcomes Section=
 
=Outcomes Section=
  
 
This section will display a button to access the [[Referral Closure and Outcome Details|outcome screen]] for the referral/case.  This button will either be named 'Outcome' or the name of a Ladder Outcome if attached to the project.  Click the button to access the [[Referral Closure and Outcome Details]] screen.
 
This section will display a button to access the [[Referral Closure and Outcome Details|outcome screen]] for the referral/case.  This button will either be named 'Outcome' or the name of a Ladder Outcome if attached to the project.  Click the button to access the [[Referral Closure and Outcome Details]] screen.
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[[File:helpheader_small.png|right]]
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[[File:referral_edit6.jpg|700px|alt="a screenshot of the referral edit page showing the outcomes section."]]

Latest revision as of 10:40, 10 October 2024

Helpheader small.png


Introduction

The referral edit screen is used to make changes to an existing referral/case or a specific contact. The edit screen is accessed in various locations by clicking on a referral number. The screen is broken up into sections, referral section, the org/person section, Extra Information, Additional Data, Recent Actions and Outcomes

It is important that if any of the contacts/actions are being edited then they must be individually saved prior to changes to the referral. If you edit a contact and save the referral, the edit will be lost. If you edit the referral and save a contact then the edit for the referral will be lost.

Referral Section

The referral section displays information pertaining to the referral itself. Here, you can edit the referrer or assign it to a worker using the Additional Org/Person function on the project. In this example you can see its labelled "Caseworker". This function is particularly useful if you assign referrals to a caseworker.

"a screenshot of the referral edit page."

The Org/Person Section

This section displays information that relates to the client as it was at the time of the referral. Things like their address, contact details and age range. It is possible to report on these items as they were at the time of referral, not necessarily what they are now. Unless you wish to make changes and use the "synchronise data" function.

"a screenshot of the org/person section of the referral edit page."

Extra Information Section

Here you can change the contact type and also edit the referral reasons if needed. You can also record which Publications were sent. You can also use the "Save and Assign Someone" function if you are using the Volunteer Job Cards function.

"a screenshot of the extra info drop down in the referral edit page."

Additional Data Section

Here you can add additional Classification Codes if they are activated for this project. You can also upload a document to the referral.

"a screenshot of the additional data section of the referral edit page."

Recent Actions Section

This section lists all the actions/contacts that have been added to this referral. You can see more information about each contact by clicking on the downward pointing arrow (circled in red below). It is possible for the original text to be edited if you have the relevant permissions however it is advisable to consider restricting access for this feature in Group Access as you may not want everybody to have access to change a historic case note once its been saved. It is also possible to edit:

  • The date and time of the contact/action
  • Contact Method
  • Contact Type (if used)
  • Time Spent
  • Done Stage (or current stage)
  • Done by (or how did the actual contact)
  • What done and What Needed - changes the free text added at the time and if any was recorded as an outstanding action

You can also use the Extra Info and Further Action function directly from this page.

"a screenshot of the completed actions and contacts on the referral edit page."

Outcomes Section

This section will display a button to access the outcome screen for the referral/case. This button will either be named 'Outcome' or the name of a Ladder Outcome if attached to the project. Click the button to access the Referral Closure and Outcome Details screen.

"a screenshot of the referral edit page showing the outcomes section."

Retrieved from ‘https://wiki.dizions.co.uk/index.php?title=Referral_Edit&oldid=19200’