This guide will walk you through how to send an enrollment (also known as a referral) to an external provider using CareWait.

 

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1. Navigate to the Enrollment Page

a. Once you have screened an application and are ready to refer a family:

• Go to the Application Detail page.
  b. Click the “Enroll” blue button located in the top right corner.

 

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2. Review the “My Preference” Tab

a. You will land on the “My Preference” tab within the enrollment window.
b. This tab shows the provider preferences the parent selected during the application process.

c. If no preferences are listed, proceed to the Search tab (see Section 3).
d. At the top of the window, you will see a summary of:

• Family address

• Child’s name, date of birth (DOB), age, gender, and language

e. If providers listed under the “My Preference” tab have vacancies (entered in their CareConnect account under the Marketing tab), you can send enrollments directly.

• For more info on creating vacancies, see:
  CareConnect Marketing – How to Create Vacancies

f. Provider details include:

• Provider name (site name)

• Vacancy name

• Capacity

• Number of open enrollments already sent

g. To send an enrollment (referral):

i. Click the+ icon next to the appropriate provider. (the referral will be determined by the child's name attached)

v. Scroll down to see the selected child and vacancy listed.
vi. If needed, delete the entry using the trash can icon.
vii. If everything is correct, click Save.

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3. Use the “Search” Tab (If No Preferences Are Found)

a. Click the “Search” tab.
b. Use the filters to set parameters that match the child’s needs.
c. If you want to see all vacancies without filters, simply click “Run”.

 

d. The list of open vacancies will appear:

i. Displayed in order of proximity to the family’s address
ii. Closest provider appears at the top

e. To send an enrollment from this list:

 

i. Click the + icon next to a provider

ii. In the pop-up window, select the child

 

iii. Click Save

 

iv. Scroll down to confirm the child and vacancy pairing
v. Click Save once reviewed

 

 

 

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4. Manage Enrollment Status

a. After sending enrollments/referrals:

Click the “Referral” tab (located in the Communication module)

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• b. Click on the Enrollment ID to open the referral.

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• c. You can now:

  • Add enrollment notes

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  • Update the status of the Enrollment 

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d. Enrollment Status Definitions:

• New → Application has not been reviewed yet

• Active → You're reviewing the application and communicating with the parent

• Pending → Referral was returned to the agency (include a note explaining why)

• Waitlist → Family is on the provider's waitlist

• Enrolled → Family has enrolled (Parent will be notified)

• Inactive → Parent declined enrollment

• Removed → Duplicate or withdrawn application

 

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5. Add Enrollment Notes

a. Notes are visible to the provider in their CCN account.
b. Use this space to share important information such as:

• Priority status

• School-related details

c. For more on how providers manage referrals, see:
CareConnect Marketing – Referrals

 

Quick Tip 💡

After sending a referral, you can add an Internal Note directly in the application stating that the referral has been sent and to which provider. Or even add in a Tag.

Also, don’t forget to manually update the status of the application in CareWait to reflect that a referral has been made (e.g., from Active to Under Review).

 

 

All enrollments can be managed through the “Referral Report.”

 

 

 

If you have any questions, please email us at support@mcttechnology.com