Purpose: EI Referral Case is created by the Care Navigator or Intake staff when a referral is received. Referrals can be received via email, fax, phone call or online referral form. If an online referral is received the EI Referral case is generated by the system.

1. From the Client Cases List View tab click on “New” to create a new EI Referral Case

2. Enter all child and parent/caregiver information in the following sections: Child Information, Information about the Parent/Guardian 1 for this Child and Information about the Parent/Guardian 2 for this Child, if applicable

   1. Required fields are indicated by a red asterisk (*)

   2. At least one phone number (Home, Cell or Work) is required for Parent/Guardian 1

   3. Either “Email” or “Parent/Guardian does not have email” is required

   4. Information about the Parent/Guardian 2 for this Child will only display if the answer to “do you want to add another parent’s info” is “yes”

   5. The question under Information about the Parent/Guardian 1 for this Child “Are you the Parent/Guardian?” refers to the individual who initiated the referral

3. Click “Save” to create the EI Referral Case

4. Case Status will default to “New”

5. Enter “Service Coordinator” and “Owner” - this should be the same individual

6. Verify correct CCB is assigned

7. Run Address Clearance - This button in the right column on the EI Referral Case is used to verify that the Mailing Address information on the EI Referral Case corresponds to a valid USPS mailing address. When the Run Address Clearance box is selected, the system will show the user the USPS address format for the Mailing Address, and the user can either select the USPS address or choose to disregard the correction. Click here for a brief demo.

8. Duplicate Contacts - When the EI Referral Case is created, there is no associated Client in the “Child Name” field. To create and associate the contact, the user will select the Duplicate Contacts box in the far right column on the EI Referral Case screen. This will run a search for duplicate contacts in the EI Data System. If a duplicate is found, the user can add the EI Referral Case to the existing Contact. If no contact is found, the user will check the “Create New Contact” box and “Save.” This will create a new client contact, family member contact(s) and household/account for the EI Referral Case

   1. NOTE: All demographic information is saved to the client contact, family member(s) contact and household/account once at the time of creation.

9. Confidential Address - A new field has been created for “Confidential Address?” If the child’s address is confidential for any reason, the “Confidential Address?” box should be checked. When this box is checked, each time the EI Referral Case is opened, an orange caution box will appear with the following message: Address is confidential for this Referral. The box will remain open until closed by the user.

10. Reason for Referral - Multi-select option. Identify the primary reason for referral:

    1. Adaptive

    2. Cognitive

    3. Communication

    4. Social and Emotional

    5. Physical

    6. Nutrition or growth

    7. Medical Concerns

    8. Hearing and/or Vision

    9. Other

       1. Other must be defined.

11. Details about Concerns - This is a text field where a narrative can be entered for a high-level overview, details should be documented in case notes.

12. Referral Origin - This field documents the way in which a referral was received by EI Colorado

    1. Web

    2. Phone

    3. Fax

    4. Email