When your site has vacancies, the agency will send you referrals for the child(ren) to be enrolled at your site. After you've been sent a referral, you will be notified via email through the organization's staff or you can also see the referral in the marketing module of your CareConnect Provider Account. See the instructions below to understand the process of receiving a referral.
First log in to your CareConnect Provider Account and open the Marketing tab and make sure that you are in the Referrals section.
The most recent referral should appear on the top. As good practice, please check the referral module at the end of every business day. To look at the referral click on the Referral ID
This will open up an overview of the application tied to this referral. You can then view the referral information, when it was made, and view any notes.
To get a more detailed view of the application switch over to the Application tab. Here you can view all of the information that the parent has put into their application.
After reviewing the application you can switch back over to the Basic tab where you have the ability to change the status to one of the 7 different statuses.
To change the status of the application scroll down to the bottom of the application and click Change Status.
Each status has a different meaning. Refer to the list below to understand what each status means.
New → The application has not been looked at
Active → You are taking a looking at it, actively working with the parents, and reviewing the information
Pending → Returned the referral to the hub due to reasons such as not having a vacancy. In this case, it is good practice to add a note. A note can also be a question that you have for the hub.
How to add a note will be explained in the next steps.
Waitlist → You have put this application on the waitlist
Enrolled → This application has been enrolled.
**Note: By changing the status to enrolled here, you've only notified the parent that the application has been enrolled. To complete the process of enrollment please refer to the last steps of this article**
Inactive → The parent decided not to enroll in the program
Removed → This is a duplicate application or this application needs to be withdrawn by the agency
After you have changed the status, you may want to add a note dependent on what you've reviewed. To do so click on the EDIT button and add a note for other staff to see in regard to this referral. The note is also a way to talk to the agency that sent you the referral.
**On this note it is good practice to put in your initials and date to keep track of communication regarding this referral easily.**
After you have finished making your edits click SAVE.
If you are now ready to enroll this application you will need to navigate back to the referral list. To do so click on the Referral tab on the left navigation bar.
From here click on Enroll to enroll in this application. If you are utilizing CareConnect, follow the three-step process like normal to enroll a student into a site.
Now you have successfully enrolled this application to your site.
Once you enroll the application remember to go back into the referral ID and change the referral status to Enrolled as well.
If you have any questions on how to manage your referral, please email us at email@example.com