Once you've created an Agency-Assisted Referral Request for a Parent, follow these steps to search for and send referrals to the parent via email.

Step 1: Access the Referral Request

1. From Provider Services > Agency-Assisted, locate and click on the Entity ID of the referral request.

2. Inside the referral record, click on the Referral tab.

Step 2: Review the Referral Summary

The top section will display family and child information from the original request, including:

• Referral ID (e.g., RR_000670)

• Status: New

• Parent Name & Address

• Child details in a table format:

  • Name

  • Age

  • Desired Start Date

  • Weekly Schedule (e.g., Part Time, Full Time)

  • Specific Hours

  • Type of Care

  • Language of Care

  • School

  • Special Needs

  • Transportation Needed

You can click on the child's name to view more details in a pop-up.

Step 3: Apply Provider Search Filters

On the left-hand side, use the filters to narrow your provider results:

• Address (defaults to parent/child care address)

• Distance Within (e.g., 50 miles)

• Provider Name

• Type

• Provider Tags

• Referral Status

• Weekly Schedule / Specific Hours

• Age Group

• Has Vacancy / Vacancy After

• Financial Assistance / Public Contract

• Start/End Time

• Curriculum

• Language

• Accommodations / Activities

These filters help you match providers based on the family’s needs.

Step 4: Search and Select Providers

1. Once filters are set, click Search to view matching providers.

2. Review the list and select the providers you wish to refer.

3. Click the + Add Provider button.

4. A pop-up will display the selected provider(s). Click Submit Referral to finalize.

After submitting, you’ll be returned to the Referral tab of the original request.

Step 5: Send Referral to the Parent

1. In the Referral tab, locate the newly added provider(s).

2. Click the paper airplane icon labeled Send next to the provider(s) you want to email.

The parent will receive an email that includes:

• Provider Name

• Openings (e.g., Now, Min: 6–12 Months, Max: 7+ Years)

• Type (e.g., Licensed Family Child Care)

• Phone Number

• Operating Hours (e.g., 00:00–23:59)

• Facility Status

• License Number

• Min/Max Age Accepted

• Licensed Capacity

Once sent, the Referral Status will automatically update to Referral Sent.

Step 6: Optional – Print Referral List

To provide a printed list of referrals:

1. Select the providers again.

2. Click on Print.

3. A PDF will be generated with referral details.

Step 7: Update the Referral Request Status

To update the referral record:

1. Click the Actions button in the top-right corner.

2. Select the check mark icon labeled Change Status.

3. Update the status accordingly (e.g., Referral Sent, Follow-Up Required, etc.).

You may also return to the Basic tab of the referral request to:

• Add an Outcome (e.g., Not Found)

• Enter a Referral Reason

• Include an Outcome Note

Final Notes

You can manage and follow up on referrals at any time by returning to the referral request under Provider Services > Agency-Assisted.