Managing Intakes and Referrals in SETWorks

Managing Intakes and Referrals in SETWorks

How can I utilize SETWorks to manage our intake and/or referral process?

Administrators, Department Leads

The process of providing a person your services always starts with a referral and intake. Your organization might receive a referral via paper or PDF in an email - how do you get this information into SETWorks and how do you track this person's progress from here? Read more to learn our recommendations!

NOTE: These internal processes will vary so be sure to follow your team instructions.

Departments

SETWorks recommends creating a separate Department for Intakes/Referrals. There are many benefits to keeping a separate Department:
  1. Only those with access to the Intake/Referral Department can view these Individuals
  2. The existing Departments contain only individuals you are actively serving.
  3. The Department Span Consumer Event is created automatically to track movement across Departments.

Adding a New Individual

The key to the Intake/Referral process is to get the Individual added into SETWorks as soon as possible. In order to use SETWorks to the fullest, nothing can be done until the Individual is in the system. When an intake/referral is ready to be processed, there may not be much to go by. Sometimes you may only have initials and a date of birth or sometimes you might have their complete file. In any case, they need to be added as a new Individual in SETWorks.

When configuring your intake/referral processes, take note of the required fields when adding a new Individual to SETWorks. The fields below with an asterisk are required in order to add a new Individual to SETWorks. Other fields can be made required in Maintain Privileges ( Settings > Provider Build > Maintain Privileges).

Primary Information



Date of Birth is a required field and is not always known. In these cases, we recommend entering 1/1/1900 so the date of birth can be modified later.

Contact Information



An address is also required for each Individual. In many cases where the Individual's address is unknown, we recommend entering the Provider's address. Again, this is to easily identify information that is not correct/unknown.

Housing/Education/Legal



Nothing in this tab is required. However, if any of this information is known, it's always best practice to complete the profile as much as possible.

Additional Details



Nothing in this tab is required either. However, please take note of the Referral Source, Referral Method, and Intake Date dropdowns. Some of these fields are captured as part of the intake/referral process and now is a great time to capture this information.

Consumer Events

Now that your Individual is saved, you will notice that two Consumer Events were created automatically.

Active Span is created when a new Individual is added to SETWorks. If the Individual is made inactive, an end date will be added to this event.

Department Membership is created when an Individual is added to a new Department. Once an Individual is added to a new Department, a new event would be created with a start date. Once an Individual is removed from a Department, an end date will be added to that event. This allows you to see at a glance how long an Individual was in the Intake/Referral Department.

The Consumer Events report is helpful when reporting on this information.



Completing the Profile

Once the Individual is in SETWorks, it's crucial to get some other required information in order to correctly process the intake/referral. Many providers conduct an interview or have the Individual or family complete a questionnaire with basic info. This can be entered to the Individual's profile during the interview or can be copied from a returned questionnaire.

Many organizations have a checklist of fields that are required for their organization to continue with their process. These checklists are designed to make sure all required fields are in for compliance purposes. An example is provided below:


What Now?

Forms
Forms are a crucial part of many intake/referral processes. Now that the Individual is in the system, any Form can be created. Many examples of this include additional intake forms, additional questionnaires, handbook acknowledgements, or Release of Information (ROI) forms. Any signatures can also be emailed to the Individual or Parents/Guardians to speed up and make the entire process similar.

Tasks
Tasks can be used to streamline the intake/referral process and ensure nothing slips through the cracks. Below is an example of a Task that can be added to a Staff for an Individual to complete their intake within 20 days. A form with additional questions is attached to the task so the task and the form can both be completed at the same time.

Task Template example:














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