How to enter a referral

1 Click on the links below to view instructions for the following: How to enter a referral How to accept or deny a referral How to enter a contact in...
Author: April Campbell
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Click on the links below to view instructions for the following: How to enter a referral How to accept or deny a referral How to enter a contact in the referral module How to add a new client from accepted referral

How to enter a referral

After logging in, you will proceed to this screen. Click on the ‘eVOLV’ button to navigate to any area in the system.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

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After clicking on the ‘eVOLV’ button the menu pictured above will appear. To view any information for a pending referral or to enter a new referral you will navigate to the ‘Referral’ module.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

3 To view any information for a pending referral or to enter a new referral, navigate to: as pictured above.

After navigating to the ‘Referral Information’ page, you will be taken to the screen pictured above. You can always verify where you have navigated in the system using the ‘Breadcrumb trail’ located directly below the ‘eVOLV’ button. This also matches the navigation menu on the left of the screen.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

4 To enter a new referral into the system, click on the ‘New’ button.

Enter in as much information about the new referral as possible, then click ‘Proceed’. NOTE: The fields that appear in bold must be entered in order to proceed. (For example, ‘Last Name’, ‘First Name’, and ‘Gender’ pictured above)

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

5 The system will search every single person record in the system, and will return any existing people that match the new referral you have entered on criteria such as name, DOB, etc. It is critical that you review the matches returned by the system to ensure you are not entering a duplicate person into the system. Once you have confirmed that the new referral does not already exist, click ‘None of the above. Create a new person using information entered’ and then click ‘Proceed’.

The window above will appear reminding you that you are creating a new person record in the system. Click ‘Yes’.

Now, you will proceed to this screen where you can enter detailed information about the new referral. Remember, all fields that appear in bold must be entered in order to save the new referral.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

6 Enter the details related to the new referral into the required fields and any other fields relevant or necessary for your program. Then click on the scroll arrow to move down the screen.

You will now see an area to make one or more program recommendations for this new referral, each of which can then be evaluated and accepted or denied at a later time. Click on the ellipsis next to ‘Program Referred To’ to select your program.

Then, click on the ellipsis under ‘Initial Status’ to enter an initial status for this new referral. If the referral is known to be accepted effective immediately, you can make the initial status ‘Accepted’. If the referral will undergo a period of evaluation or delay before placement, select ‘Pending’. MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

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Click on the “Funding” tab.

Fill in the Benefits line and add in the information, by clicking on each ellipses.

Next, click on the tab located at the top called ‘Personal Information’, as pictured above.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

8 Here you will be able to track a number of different personal details and characteristics about the new referral. Any information you enter for a new referral will automatically populate into the client record if/when the referral is accepted and placed in a program. You can click on the scroll arrow (highlighted above) to view other types of information that can be entered and tracked. All of the information in this tab can also be entered or updated at a later time as more is gathered about the new referral or client.

Finally, you can enter information about family members of the new referral that may be relevant to the tracking of this client. To do so, click on the box next to ‘Has Family’ (pictured above) and then continue to enter information on each family member. Once you have entered all desired personal information on the referral, click ‘Finish’ to save.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

9 Once the referral information is saved, it will be listed on the screen as shown above. You can click on the ‘Edit’ icon to edit any of the information as needed.

To accept or deny a pending referral, continue to scroll down the navigation menu on the left.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

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To accept or deny a pending referral, navigate to:

Click on the ‘Edit’ icon to edit the status of the referral made to your program.

This window will then appear. Scroll down to view and then change the referral status.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

11 The current status of the referral is listed as ‘Pending’ as of the initial date and time of the referral. Below this status, click on the ellipsis to add a new status of either accepted or denied along with a date and time.

Click on the appropriate status from the menu that appears.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

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The new status will now populate below the initial status. Add a date and time, a reason (that the referral was denied, for example) and remarks as needed. When the status update is complete, click ‘Save’. You will now be able to perform an intake of this person, and all of the information entered thus far will populate into the client record from the accepted referral.

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How to enter a contact in the referral module 1. Go to Evolv > Program Referrals > Program Referrals > Testing/Screening > Contact Log

MYEVOLV – HOW TO ENTER A REFERRAL

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2. Click on “Select Referral”

3. Search by typing in the last and/or first name. Click on Search, then select the person in the search pane at the bottom.

MYEVOLV – HOW TO ENTER A REFERRAL

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4. Click on “New Manual Event”

5. Select the type of contact.

6. Fill in the required fields in bold (actual date/time, duration) 7. Check the “Delivered Off-Site” checkbox if the session did not take place at 2090 Adam Clayton Powell Jr Blvd or the Satellite Clinics.

Click on “location” MYEVOLV – HOW TO ENTER A REFERRAL

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Make the selection.

8. Click on “Activity Type”

9. Select the type Email/Text Face to Face Face To Face Multiple Staff (Crisis Form Only) Letter Phone Reschedule Unannounced Voicemail

Contact made electronically via email or text Contact made in person Contact made in person with psych staff and therapist Any letter sent to family if low engagement Any contact made on the phone Any contact that was scheduled but wasn’t A contact made without scheduling with the family A message left via phone

Make the selection.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

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10. Click on “Encounter With”

11. Make the selection. IP only

Just the Identified Patient Is present

Family Only (No IP)

The Identified Patient is not present, but one or more family member is present

Collateral Only

A service provider from another agency, department or support team Both the Identified Patient and one or more family members are present Both the Identified Patient and one or more family members are present and A service provider from another agency, department or support team The identified patient is not present, but one or more family member's present and a service provider from another agency, department or support team

IP and Family IP, Family and Collateral

Family and Collateral

IP and Foster Parent IP, Foster Parent and Family IP, Foster Parent, Family and Collateral Foster Parent and Collateral Foster Parent and Family Foster Parent Only

MYEVOLV – HOW TO ENTER A REFERRAL

Identified Patient and Foster Parent Identified Patient and Foster Parent and One or more family member Identified Patient and Foster Parent and One or more family member and a service provider from another agency, department or support team Foster parent and a service provider from another agency, department or support team Foster parent and one or more family member without Identified patient Foster Parent alone

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(Note: For FFT, if it was is a face to face no session, choose Activity Type: Face To Face and check the FFT No Session checkbox.)

12. Click on the ellipses under Participant Role

Make the selection.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

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13. Click on the ellipses in the Participant column.

Click on the name of the participant. Create a line for every participant present. (Note: if you do not see the name of a family member, you must add them to the case by going to Family Cases > Case > Case Information > General Information and add to the “Case Members” column) 14. Enter in any Participating Organizations and/or Participating Staff.

15. Fill in the Progress Note.

MYEVOLV – HOW TO ENTER A REFERRAL

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16. Click on Save at the top left.

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How to add a new client from accepted referral 1. Click on the Evolv button and click on Client (disregard any of the panes that populate when hovering client, you simply need to click on “Client”)

2. Click anywhere on the white space in myEvolv. MYEVOLV – HOW TO ENTER A REFERRAL

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4. Click on “Enroll From Accepted Referral”

5. Search for the accepted referral by typing in the last and/or first name. Select the name when it comes up.

6. Enter the Intake Date-Time

Enter the Placement Type, Initial Facility, and Unit.

MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016

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7. Go to the “Initial Primary Worker” tab.

Click on “Worker” and select the Worker. Click on “Worker Role” and select the worker role.

8. Click on Save.

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MYEVOLV – HOW TO ENTER A REFERRAL

LAST MODIFIED: 5/11/2016