Common Page Features

1. Top Menu Bar

This menu bar appears at the top of every page in the eReferral system.  Menu headings with a black down arrow next to them indicate that they are drop-down menus and will display options when you hover over them with your mouse.  Note that you don’t need to click on the menu heading – simply hovering over it will display the drop-down options.

2. Tabs

Every page you go to will have one or more tabs sitting just underneath the Top Menu Bar.  Simply click on the tab you want to move to. The tab you are currently on will be highlighted in orange, the rest will be grey.

3. Helpful Hint/Page Tip

Underneath the tab headers is a light blue banner containing helpful information about the page you are on.

4. Action Button Bar

Some pages in the eReferral system have ‘actions’ associated with them – such as Save, Create New Referral, Search etc.  All actions available from a particular page are located in the Action Button Bar at the bottom of the page.

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User Roles

Depending on your level of access, the screens in this manual may look a little different. Users will have more or less functions available to them depending on what is required to undertake their position.

General Users

General users of the system will be given a title such as Practitioner, Case Manager or one reflecting their job title. The default name is ‘Practitioner’.

Users with this level of access;

• Receive referrals
• Get allocated referrals by the Referral Coordinator or Service Coordinator
• Send referrals

Service Coordinator

This is a mid-level co-ordination role.  Service Coordinators can only view and process incoming referrals for the one service they are logged into.

Users with this level of access;

• Receive all incoming referrals on behalf of a service
• Allocate referrals to other users within the same service
• Send referrals

Referral Coordinator

This is the top-level co-ordination role for an organisation. Referral Coordinators can view and process referrals across multiple (or all) services.

Users with this level of access;

• Receive all incoming referrals for all services they have this role in / the organisation
• Allocate referrals to other users within the receiving service
• Send referrals

Multiple Roles

In the top right hand corner of your screen is your name, your 'role title' and the agency and service associated with that role.

You can have more than one role associated with your login.  For example, you might be the Referral Co-ordinator for an Agency AND a Practitioner for a specific service of that agency.  Which role you use will depend on which ‘hat’ you are wearing when using eReferral.

If you only have one role in the system, you will be taken directly to your home page after entering your username and password, and you will not have the 'Switch Role' option.

If you do have more than one role, click on the role title you want to use in the left hand column after logging in.

To SWITCH between roles;
1.    Use your mouse to hover over the current role and select ‘Switch Role’.
2.    This will take you back to the Select Role page.

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Change Personal Details

You can change personal information such as your firstname, lastname, phone number, email address and password via Preferences.

To get into the Preferences, hover over your name in the top right hand side of your screen and select Preferences.

Click on one of the hyperlinks to:

NB: If you make changes to your details, the changes will not take effect until the next time you login.

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Change Preferences

You can customise some basic settings in eReferral such as your home page, name and date format and number of referrals to display per page.

1. Hover over your name in the top right hand side of your screen and select Preferences.
2. Scroll to the bottom of the page.
3. Make your selections.
4. Click Save User Account.
5. Click Home (you will need to click Home twice if you changed your Home Page preference).

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Step 1: Select Client

The first step is to select a client ... and it all starts with a Search!

Before creating a new referral you need to run a SEARCH to check if the client is already on the S2S system.  It's important to do this so that multiple records aren't created for the same person.

If you can't find your client, you need to add them (refer to Step 1b: Add New Client).

Search for a client and create a new referral

1. Go to the Client menu and select Search/New OR Click on the Search tab.
2. Enter Search criteria.
3. Tick the 'Consent to search for the above client' box.
4. Click Search.
5. A list of all clients matching your search criteria will be generated in a table underneath.
6. If you can see the client you're looking for, select the client by clicking once anywhere in the row - this will open the client's record.
7. Once you've selected your client, click Create New Referral from the action button bar.
8. Congratulations! That's the first main step finished.

  We recommend that you only use the first three letters of the given and family name as existing records may have mis-spelt names. If you're sure the client you are looking for is already in the system, try transposing the given and family name, as they may been entered like this by mistake.

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Step 1b: Add New Client

You can’t add a new client until you have done a search.  Once you have run a search, there are two places you can add a new client from.

1. The Search page (after you have run a Search) - select Create New Client.
2. The View Client page (once you have opened a client record), select Create New Client with Same Name.
    

Adding and saving a new client record

1. Fill in the Client details by clicking into the text boxes.
   > Scroll down or use the blue hyperlinks to move down the page.
   > Fields with a red exclamation mark must be completed.
2. When you have finished, click Save New Client.
3. The client data will be saved and will load the full set of Client Record tabs. You can edit and save more client details, or add an alert if necessary.
4. When you are ready, click Create New Referral.
5. Congratulations! That’s the first main step finished.

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Step 2: Complete Referral

The second step of creating an eReferral is to fill in the referral information.

In this step you must:

• Select a receiving agency and service.
• Obtain and confirm client consent.
• Complete or attach the core SCTT forms (Coversheet, Summary and Information) as a minimum.
• Complete or attach any optional or supplementary SCTT forms as required.

Once you have completed Step 1: Select a client, the default referral form will open. The left hand vertical menu panel displays the different sections of the referral. As you enter information in the various sections, green ticks will appear – this doesn’t necessarily mean that all the information has been completed, just that the section has been filled out to some extent.

Helpful hints for referrals

• You can select more than one receiver for the same referral.
• You don't have to complete your whole referral in one go, but you must Save As Draft first.
• It is good practice to Save As Draft at regular intervals to prevent you from losing your work in the event that your internet connection is disrupted.
• Throughout the referral sections, you can access more helpful hints by hovering over the blue&white question mark symbols with your mouse.

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Step 2.1: Select Receiver

Referrals may be sent via the eReferral system using one of three methods.

1. Standard eReferral: Electronic referral to member agencies fully registered with the S2S system.
2. Fax referral: Using the FAX gateway.
3. Email referral: Secure email using the PKI email facility.
    

eReferrals

To use the eReferral sending method, the receiving agency must be registered with the S2S system.
To select a registered agency, look under the Add Receivers heading at the first 2 tabs; Top 10, and Browse.

Top 10
Lists the 10 providers that your service has sent the most referrals to.  If the correct agency/service is in this list, simply put a tick in the tick-box.

Browse
Click the Browse tab to list regions, and the S2S member agencies will appear.  Tick the box next to the service you wish to refer to and it will appear in the selected receivers area above.

NB: A Receiver can specifiy protocols for 'required' information.  Once a receiver is ticked, if they do have any protocols/minimum information requirements, red exclamation marks will sign-post required SCTT forms.

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Fax and Email Receivers

Fax Referrals

• The fax gateway allows referrals to be sent via fax straight from the system to a direct, secure, fax number (i.e. you do not need to use a fax machine).
• Attachments cannot be sent using the Fax referral method. Any attachments will need to be faxed separately.

Email Referrals

• The PKI facility allows referrals to be emailed to services with a secure PKI facility installed. You can also use this to send referrals to the GP network and to RDNS. See RDNS and HL7 Referrals.
• Attachments can be sent using the PKI email facility.
   

If the agency you need to send to is NOT registered in the S2S system, you will have to go to the Search tab and use either the Fax or Email Referral method.
 

From the Search tab

1. Enter the name of the agency you wish to search for.
2. Enter the suburb (optional).
3. Put a tick in the checkbox to ‘include non S2S receivers’.
4. Click Search.
5. A list of receivers will appear. If the receiver appears, select it, OR run another Search.
    

NB: Once you have found the agency/service – the eReferral system will show which method of sending is available for that particular agency. It will either show ‘External: Fax’ or ‘External: PKI’ in red next to the listing.

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HL7 Receivers (GPs)

To send a referral to a GP:

1. Click on the Search button from the Select Receivers area and enter the name of the receiving GP. For example, Dr Heenetigala.
2. Tick the check box that says ‘Tick here to broaden your search and include non S2S receivers’.
3. Click Search. GPs are listed with the [External: HL7-email] at the end.
4. Tick the check box next to the name.

Please note that you cannot attach documents to referrals sent to GPs.

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Step 2.2: Coversheet

This is a core form that contains required fields.

Regardless of whether you have your own way of producing completed SCTT forms to add as attachments, this coversheet must be filled out. To fill out the coversheet, select the second option of the left hand vertical menu panel.

The current status details of the Coversheet will show you if the referral is a DRAFT (it will be if it’s a newly created referral), or a status of a sent/received referral.

The following sections of the Coversheet are required:

1. Priority level of the referral

» Low: During peak demand, low should be selected.
» Routine: Referrals with a priority of routine will be attended to in date order.
» Urgent: Urgent suggests that the client cannot wait.
» Renewal (ACAS): This option is for ACAS assessments only.

2. Information Access Level of the referral

» Standard: The referral information can be accessed with client consent.
» Limited: Only the referral event may be accessed with client consent as the details are hidden. Users can search for the referral with client consent. They can see that a referral occurred, but cannot open it.
» Sender /Receiver Only: Only the sender and receiver can see that the referral has occurred. Any other user trying to access the referral will not find a record of it.

3. Consent

To send the eReferral, you must have gained consent from the client. You can download the consumer consent to share tool template from the Coversheet and ask the client to sign it so that you may file the form as evidence.

4. Feedback Required

This box is pre-ticked by default. You will continue to receive feedback about this referral after it has been accepted. Un-tick this box if you do not wish to receive feedback.

5. Referral Notes

Record any notes as part of the referral, such as the purpose of the referral. One sentence will suffice.
 

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Step 2.3: SCTT Forms

SCTT forms can be completed online in eReferral, or added as attachments from your own client management system.

Online SCTT Forms

• There are ten online SCTT forms.
• The Summary & Referral Information is a core SCTT form.
• The rest are optional/supplementary.
• Simply click on the form you wish to complete and fill out as required.

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Attach SCTT forms

You can add your own SCTT attachments if you have already completed them in your organisation's client management system. You will need to save the file into an appropriate format to send as an attachment prior to commencing the referral process.

1. Click on Attachments from the left hand vertical panel menu.
2. Click on Add New Attachment.
3. Type the SCTT template name you will attach in the Label field (e.g. Psychosocial)
4. Click Browse and locate the document you wish to attach.
5. The ‘file’ field will automatically populate with the filename of the document you are attaching.
6. Click Upload. Repeat the process as necessary. You can add as many attachments as you like.
7. You can add, delete or open attachments at any time by clicking the buttons in the options in the area.

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Step 3: Send Referral

The final step to creating a referral is to send it!

1. Click on the Send button to complete the process.
2. Click OK when you see the prompt that asks if you wish to send the referral.
3. Once you have sent the referral, you can see that it was sent successfully.
4. The left hand vertical panel will now only show the sections of the referral that you added information to.
5. It is useful to record the referral ID number. You can enter it into your client management system, or you can print and file the referral.
6. The referral will now show up in the ‘Sent’ referrals tab which can be accessed from the Home page.

NB: If you forgot to check the Client Consent tick-box, the system will display a prompt. Simply click OK and S2S will take you to the exact spot on the Coversheet form where you need to check the tick-box.
 

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Draft eReferral

The Draft tab lists referrals that you have started, but not sent.

At any time while creating a referral and before sending it, clicking on Save As Draft enables you to come back to it to send at a later date.

From this area, a referral may be completed and sent or it may be discarded.

To complete and send the referral click on the referral from the Draft section and complete the steps remaining under Creating an eReferral.

Discarding a Referral

To discard a referral, follow the steps below:

1. Click on a referral in the draft tab.
2. The Edit Referral page will be displayed.
3. Hover over Referral menu from the Top Menu Bar.
4. Select Discard
5. Click OK if you wish to proceed to discard the referral. This action cannot be undone.

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Send eReferral Process

Acknowledge an eReferral

For Referral or Service Coordinators only

1. Click on a referral with a status of New.
2. Click Process Referral.
3. Select Acknowledged from the drop-down menu.
4. Add any Notes that may indicate to the sender how you plan to deal with the referral.
5. Click Save.
6. The Current Status will be updated to show ACKNOWLEDGED

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Allocate an eReferral

For Referral or Service Coordinators only

1. Click on a referral with a status of Acknowledged.
2. Click Allocate
3. Select either an Individual Practitioner OR a Role to allocate the referral to.
4. Add Notes for the sender how you plan to deal with the referral.
5. Click Save.

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Closed eReferral Statuses

You can continue to change the status of open referrals by following the same steps as in Accepting an eReferral. However under the Status options are three statuses which effectively ‘close’ the referral and remove it from the Open Referrals tab.

They are;

1. Referred Back (returns the referral to the sending service)
2. Closed
3. Withdrawn

Once a referral is closed, it will be visible in Service Records. Service records provide you with a list of referrals that have been received (or sent) in the past 12 months from, or to, anyone in your service regardless of their status.

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Process an eReferral

For Individuals or Roles that have been allocated a referral

Once a Referral has been allocated to you, you need to process a referral accordingly. Once the Status of the Referral has been changed from Allocated to something else, it is considered an Open referral and will move to the Open Referrals tab.

1. From the Incoming Referrals tab, click on a Referral that has been allocated to you.
2. Click Process Referral.
3. Select the relevant status from the drop-down list (e.g. Assessment)
4. Fill in any additional boxes that appear, such as Dates, Notes etc. Add attachments if you need to.
5. Click Save.
6. The Current Status will be updated.

Sender Notes

If you have receive a referral that has SENDER NOTES after the status of the referral, the sender has added extra notes associated with the referral after it has been sent.

Process Sender Notes

1. Click on a referral marked with Sender Notes next to the status.The referral will be displayed with the most recent notes at the top of the page in the ‘Referral Status’ box.
2. To view any associated attachments or previous notes click on the Status History tab. All sender notes will be listed sequentially on the ‘Status History’ page.
3. To return to the referral, click on the View tab. The referral will once again be displayed.
4. Before you can process the referral further, you must ‘Acknowledge Sender Notes’

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Receive a HL7 Referral

GP Referrals are made via the Medical Director system.  Referrals you receive from the Medical Director system will have HL7 next to the status and (Not an S2S Client) next to the client name.

Similar to an RDNS Referral, before doing anything you must :

• Assign the HL7 client to a client in the eReferral system. (refer below and follow link to appropriate sub-heading once you have completed step 5)
• Link the GP name prior to acknowledging the referral (refer to Rename Sender)

Assign an HL7 Client to an S2S eReferral Client

1. Click on the row of the HL7 Referral you want to open.
2. Scroll to the bottom of the page and open the attachment with _LETTER.rtf at the end of it.
3. Leave this attachment open as a reference.
4. Scroll back to the top of the page of the Referral.
5. Click on the Assign One hyperlink next to the client name.

If the client is NOT an existing client in the eReferral system; click on Assign to a New Client sub-heading from the left-hand vertical menu bar.

If the client IS an existing client in the eReferral system; click on Assign to an Existing Client sub-heading from the left-hand vertical menu bar.

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Receive an RDNS Referral

The RDNS is not a registered agency of the S2S eReferral system.  Therefore, if you receive a referral you receive from RDNS, it will have (Not an S2S Client) next to the client name. Before doing anything, you must assign the RDNS client to a client in the eReferral system.

Assign an RDNS Client to an S2S eReferral Client

The RDNS referral will arrive saying Not an S2S Client because the client record that accompanies the referral is not generated from an S2S eReferral client record and instead arrives as an attachment.  However, this does not necessarily mean that the actual client doesn't have a client record in eReferral.  Therefore before you process an RDNS referral, its a good idea to know whether the client does have a record in eReferral as you will need to either Assign to an Existing Client or Assign to a New Client record.  This will help you work out what you need to do once you get past step 5 below.

1. Click on the row of the RDNS Referral you want to open.
2. Scroll to the bottom of the page and open the attachment with a series of figures and SCTT09.txt at the end of it
3. Leave this attachment open as a reference.
4. Scroll back to the top of the page of the Referral.
5. Click on the Assign One hyperlink next to the client name.

If the client is NOT an existing client in the eReferral system; click on Assign to a New Client sub-heading from the left-hand vertical menu bar.

If the client IS an existing client in the eReferral system; click on Assign to an Existing Client sub-heading from the left-hand vertical menu bar.

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Assign to a new client

If the client is not an existing client in the eReferral system;

1. Click on the Assign to a new client tab.
2. Fill in the client record using the information contained in the SCTT09.txt attachment that you opened in step 2.
3. Click Save when you have finished.
4. The client will be saved and the RDNS referral will be assigned to the client in the Referral History area.

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Adding a Note

Add Note allows either the sender or receiver of a referral to add a note and trigger a notification email to the other party.

Follow the steps below to add a note to a referral.

1. Open the referral you wish to add the note to.
2. Click on the Add Note button at the bottom of the page. The ‘referral add note’ page will be displayed.
3. Add any notes or attachments associated with the referral (refer to 2.3 SCTT Forms for more information regarding adding attachments).
4. Click on the Next button. An email notification will be sent to the other party involved with the referral.

You will then be returned to the view page where your notes will be displayed in the ‘Current Status Details’ at the top of the page. The notes and any attachments will also be available from the ‘Status History’ page. This process can be repeated any number of times.

Note: For referrals sent by fax or PKI email, this can be used to make notes regarding the progress of the referral or to record any other information necessary for your own purpose, however no notification is sent.

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Step 1: Create a Support Plan

There are seven main steps when creating an S2S Support Plan:

1. Search / Add Client
2. Create Support Plan
3. Record the reason for the Plan
4. Invites Participants and Support Providers to the Plan
5. Link or add documents and referrals
6. Determine the goals you want acheived
7. Review progress

Once you are viewing a client on your screen, click on the 'Create New Support Plan' action button at the bottom of your screen.

Step 2: Add Dates and Reasons

Dates and Reason Section

1. Plan Status: Select a status from the drop-down list. This can be updated as the Support Plan progresses

2. Situational Summary: Enter the reason for creating the plan

3. Start Date / End Date: There are date picker fields for selcting the start and end dates of the plan

4. Schedule a Review:

• Click on 'Schedule A Review'
• Select the participant responsible for the review
• Select the target date
• Click 'Add'

5.  Next Review Date: This links to the reviews section of the support plan. Multiple review dates can be added to a plan, however only the 'Next review date' will display in the the Dates and Reason section of the support plan

6. Access Level: Select the desired Access Level from the drop-down list. This can be changed at a later date, but only by a participant with 'edit' access for the support plan.

Step 3: Manage Support Providers List

People Providing Support

Participants can include all the people involved in providing support to the client, but are not necessarily a reflection of everyone who will be providing care to the client. Participant(s) can be both from within your organisation or from a different organisation.  Either way, the person(s) must be a registered ‘user’ of the eReferral system.

There are three types of people providing support:

1.    Key Participants

• There can only be one key participant for a Support Plan.
• The person who creates the new Support Plan is automatically the key participant, however this can be changed to another participant if required.
• The key participant can add active and non-active participants to the Support Plan.

2.    Active Participants

• There can be multiple active participants and there is no limit to the number of active participants on a Support Plan.
• Active participants can add other participants to the Support Plan but only if they have been given edit access to the plan by the key participant (see Access Levels).

3.    Inactive-Participants    

• There can be multiple inactive-participants with no limit to the number.
• Inactive-participants are people or services that have been added to the support plan but are unable to have direct input into the plan.
• They either have not been granted edit access or they are external participants (non S2S members)
• Examples of inactive participants are:
  • people or services that are s2s members but who have either not been given access, or not yet accepted an invite to a plan
  • external GP's that do not have access to the eReferral System
  • the Client
  • The client's carer
     

Permissions

View

Permission to view or have access to the support plan is given by the client. If the client consents for a individual/service to view the support plan, view will be set to 'Yes'. Both internal (S2S members) and external (non S2S members) can have 'View' permissions, however only S2S members can access the support plan online. Non S2S members must be sent or printed a copy of the plan to view. Support plan participants are also able to record whether a non s2s member has received a copy of the support plan and when the last copy of the plan was sent.

Planning

The person who Adds another support plan participant can choose to allow that individual/service to have planning permission.

Edit

A person who has planning permission will have edit access to the plan if the Access Level of the plan is levels 2, 3 or 4 and the participant is an S2S member.

Invitation

The person who Adds another support plan participant can choose to send an invitation and has the ability to write an invitation note. Support plan participants are also able to record whether a non s2s member has accepted an invite.

Step 4: Link or add General Documentation

Add General Documentation relating to the Support Plan

As a support plan participant with edit access, you are able to add general documentation relating to the support plan. You can add an S2S record, an attachment, or a link

Add S2S Record

Click on '+ S2S Record' to add an alert or another support plan

Add Attachment or Link

Click on '+ Attachment or Link' to add an external document or link relating to the support plan

Browse to the location on your hard drive

Add some notes regarding the attachment

Click 'Ok'

Step 5: Link eReferrals

Support Plan participants with edit access can

1. Link previously created eReferrals to the support plan by clicking on the '+Existing Referral' button
2. Create new linked referrals whilst in the Support plan by clicking on the '+New Linked Referral' button

Step 6: Goals

Add or Edit Goals in your Support Plan

• Click on '+ Add New Goal' to add a new Goal to your support plan
• Click on the row of an existing goal to view and/or edit that goal
• Tick the check box in the row of the goal you would like to delete and click on the 'Delete' button to remove the goal from the Support Plan

Complete Goals

When adding goals to a support plan you should complete the following sections:

• Key area to address
• Goal
• Expected outcome
• Strategy
• Tasks
• Goal Rating

How to complete a Goal

Step 7: Record of Approval

Approval

The approval section is where you record:

• When the Plan was approved by the key participant
• When the Plan was approved by the client or carer

If the key participant has approved the plan and a different key participant is then selected, the approval will clear and it will need to be re-approved by the new key participant.

The key participant is identified in the 'People providing Support table' by a key symbol

Step 8: Reviews

A Support Plan participant with edit access can:

• Add a new review by clicking on '+ Add New Review' button
• Edit an existing review by clicking on the row of the review they want to edit
• Delete a review by selecting the check box on the row of the review they want to delete and clicking on the 'Delete' button

Add a Review

When the Support Plan participant clicks on the '+ Add New Review' button, a pop up will appear asking them to complete:

• Participant responsible for the Review
• The Target Date of the Review

Once a review is added, it will appear in the list of Reviews table.

Edit a Review

When completing a review, the Reason, Goals and Expected outcomes of the Support Plan are automatically completed for you.

A Support Plan Participant with edit access can click on the row of the scheduled review and edit the following:

• Review date
• Goal Reviews:
  • Achievement Level of each Goal by selecting from a drop down list
  • Participant Comments regarding each Goal
  • Client Comments regarding each Goal
• Summary and Recommendations
• Person responsible for the Review
• Final Decision by selecting from a drop down list
• Approvals
  • Participant approval date
  • Client approval date

Completing Achievement Level, Participant & Client Comments section

Completing the Overall Assessment Section

Notifications

Email Notifications

Email notifications get sent out to support plan participants automatically under the following circumstances.

1. A new/existing participant is sent an invitation to join in the plan
2. The inviter receives an email notifying them of the newly invited participants response to their invite (Accept / Decline)
3. A review of a support plan that you are participating in is due to occur within the next 10 working days.
4. When a participant who is editing the plan clicks on the 'Save Support Pan & Notify' button
5. When a participant who is editing the plan clicks on the Save & Notify buttons in the following sections:
   • General support plan - 'Save Support Pan & Notify'
   • Activity notes - 'Add Note & Notify' / 'Udpate & Notify'
   • Goals - 'Save Goal & Notify'
   • Reviews - 'Save Review & Notify'

Example of an email notification

Red Envelopes

Along with receiving a notification email, the support plan participants also have an envelope next to their name in the eReferral system that turns red when a support plan notification is sent.

1. Just click on the red envelope and the unread notifications will display. Click on the envelope again to minimise the notifications.

2. Click on the support plan number in blue to view the support plan before or after accepting the support plan

3. You can write a note to the sender of the support plan invitation prior to accepting or declining the support plan

4. Click on Accept or Decline button to respond to the invitation. Once a support plan invitation is accepted, the participant is listed in the participant table.

Activity Panel

The activity panel records all revisions made to the plan.

1. By clicking on the Revision number in blue, you can go back to a previous version of the support plan.

2. As a support plan participant with edit access you are also able to manually add notes by typing in the free text field

3. Click on the 'Add Note' button or if you would like the other participants to be notified of your note, click on 'Add Note & Notify'. This will send the participants of the support plan an email and their envelope will turn red.

4. Even after adding a note, you are still able to edit that note

5. Click on 'Update' or 'Update & Notify' to complete the edit

Printing

Printing Support Plans

Print to PDF

The print to pdf function provides you with a clean, nicely formatted document that can be presented to clients and other people providing support.

From the view support plan screen, you can click on the 'Print for PDF' button.

PDF

Print Compressed View

The compressed view of the support plan is designed to reduce the size of the document so that it is suitable for print or fax.

1. Click on the 'Compressed View' tab

2. Tick the Check box 'Include notes' if you would like the activity notes from the support plan to be printed

3. Tick the Check box 'Include Revisions?' if you would like to print all the revisions that were made to the support plan

4. Click on the 'Print' button

5. Select the printer you would like to print to

6. Press 'OK'

Reports

Support Plan Reports

Client History Tab

To view the history of changes made to the client's record, click on the Client History tab.

All changes made to client records and tracked and traced in eReferral.  Everytime you click 'Save Client' when editing a client record, eReferral will create a revision history.  The full revision history can be seen by going to the Client History tab from the Client Record.

If a client has been merged with another client record, it will show up in the client history.  If you made a mistake in merging the two records, you can unmerge by clicking on Unmerge.

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Merge a Client Record

The Merge Client function is used to merge two records that are actually the same person.

1. Hover over Client in the top menu bar and select Merge.
2. Under 1. Client to Merge enter the family name, given name and gender of the client that you want to merge (i.e the duplicate record that should no longer exist once you've merged). As you type, a list of clients matching that criteria will be generated.
3. Once you've found the right client, select by clicking into the small circle to the left of the client name.  More details will appear about this client on the right hand side.
4. Under 2. Client to Merge Into follow the same steps above to find and select the client record you want to merge the client above into (i.e the record that will still exist once you've merged).
5. Click Merge Clients from the Action Button Bar.

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Add yourself as Case Manager

You can add yourself as a Case Manager for a client so that you can access their client record more quickly and be automatically notified if someone else sends a referral for them.

• Adding yourself as a Case Manager for a client means that you can access/open their client record without having to do a search.  Once you have added yourself as a Case Manager, go to the Client menu and select 'My Clients'.
• If you leave the 'notifications' box checked you will also get an email notification every time someone else using S2S makes a change to that client's record, or sends a referral for that client.

FAQs about Case Managers

Add yourself as a Case Manager for a client

1. Search for the client
2. Open the client record
3. Click on the Edit Client tab
4. Scroll to the bottom of the page - look for the heading Case Managers.  If there are any existing Case Managers, they will be listed here.
5. Select your name from the drop-down box next to Add a Case Manager.
6. Click Save Client.

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Client Alerts

Alerts can be created for the purpose of entering and tracking Incident information that is current or past regarding a specific client. Types of incidents that you might want to records are:

Safety
Violence Against Worker
Family Violence
Aggressive Behaviour
Self Harm
Suicidal Ideation
Health
Chronic Medical Condition
Medication
Financial
Debts Owing
Financial Support Provided
Legal
Warrant Pending
Legal Advice Recommended

Alerts can be created by clicking on the Create New Alert button next to the 'Create New Referral' and 'Create New Support Plan' buttons on the client form.

Once an Alert is created and is current, it will display on the client form. Current alerts will now also be sent with the client data when sending a referral. This includes sending Fax and PKI referrals.

Alerts that are no longer current should be closed and will no longer be sent in referrals for that client but you can access the closed alerts from the Client Alerts tab.

Save RIPT As Final

You can save a RIPT without sending it as a referral.

If you need to save or update a RIPT and you don't want to send it as a referral to the RCG group, use the Save As Final option.  This saves the RIPT as a 'Document' and not as a Referral.

Save As Final

1. Fill in the RIPT (you don't need to select a Receiver).
2. When you have finished, click Save As Final from the Action Button Bar.
3. Ensure you have ticked the Consent check-box at the bottom of the form.
4. Click OK to confirm you wish to save document as a final rather than send as a referral.

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Copy Referrals or RIPTs

You can use Create Copy to make a copy of any existing document. It's just like doing a 'Save As'.

You can copy any 'saved' or 'sent' document in eReferral, whether it is a Referral or a RIPT or any other type of form. Use this function when you want to use most of the information contained in the original document, but don't want to have to retype it all.

To Create Copy

1. Find and open the document you wish to copy (either do a search by Document ID# or go to the Client Record and click on the Client Documents tab).
2. From the Document menu, select Create Copy.
3. This is just like doing a 'Save As' - so now you will have an editable copy of the document open that you can update/change.
4. When you have finished making your changes, you can either Send it as a Referral, or Save As Final.

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