1. Referrals essentials

2. Introduction

3. What's Changed?
Referral requests for BF, YH, IFP & IFBS are now tailored to the type of referral.
Set of system validations for each type of referral, to assist caseworkers in referring a child or young person to the right program.
Referrals completed in Childstory will be sent directly to NGOs in Partner Community
Accepting a referral gives NGO Caseworkers access to the Person Role and Case records.
Depending on service NGOs can now capture joint home visits and initial planning meetings, ability to enter services delivered, quarterly progress updates, conclusion and outcome reports.  
Any Changes to the referral by NGOs will update on the FACS referral record in real time

4. Learning Outcomes 1. Creating and Sending a Referral
2. Partner Community View
3. Referral Management
4. Closing a Referral
5. How to Complete a Generic Referral
6. Questions and Support

5. Referral Pathways Download from the Childstory website:
Overview of Referrals Pathways

6. Creating & Sending a Brighter Futures Referral (each referral has different content but the system functionality is similar)

7. Create the referral CSC CS calls agency to confirm capacity
From an Active Case or Triage (engagement record) select New Service Provider Referral action button
Enter or Search for the desired name of the program or service, then search for the Service Provider
Save

8. Complete Referral Details
Within the REQ-XXXXX Record
Select edit
Complete the service request details including:
Legislation
Eligibility
Referred Unit
Referring CSC Details
FACS Involvement Section
Child Protection history
Other Services involved
Workers Safety
Attachments
Click save

9. Service Parties Add service request parties.
Navigate to Service Request Parties by scrolling down the service request record to the Service Request Parties
Select Add Service Request Parties to add individuals or Add Parties from Person Group.
Edit service parties to add information on how the parties are related to the referral and capture consent.
Note: every referral must have a subject and a subject related participant
Note: If generated from a case Person Group Parties should automatically attach to the referral

10. Generate Template and Consent
Within the referral record REQ-XXXX generate referral request and consent form
This is required because it creates a printable version of the referral and consent.
These templates are accessible under files within the REQ-XXXX.

11. BFAU Assessment
In order to protect families confidentiality and privacy the BFAU assessment which determines eligibility needs to be completed and attached to the REQ-XXXX prior to the referral been sent to the BF lead agency.
Change Owner to BFAU Queue. To do this In the Service Request record, locate the Owner field and click on the Change hyperlink next to the Owner name.
In the pop-up box, choose Queue from the dropdown.
Use the lookup tool to look up BFAU Queue.
The BFAU will:
Complete an eligibility assessment and history.
BFAU MCW reviews assessment and writes an approval comment.
If eligible BFAU MCW changes Owner to the original caseworker. If ineligible BFAU can close the referral.

12. Submit for Approval Submit for approval
Once approved but the MCW, Childstory will send the referral to the NGO, who will access it via Partner Community
Request Status: what is happening to the record until it is accepted by the NGO
Record Status: Is the referral record Complete, Incomplete, Cancelled
Approval Status: This is the FACS approval

13. System Validations & Mandatory Fields
Childstory has mandatory fields and system validations:
Mandatory fields are questions in the referrals which have to be answered before the referral can be submitted. E.g. Is an interpreter required?
System validations are criteria in the referral which must align with the program guidelines for the referral to proceed. E.g. For a BF referral there must be a subject attached to the referral under 9 years of age
A list of all mandatory fields and validations for IFBS, IFP, YH and BF can be found on the childstory website within the online module.

14. Every Referral is Different
Referrals for BF, YH, IFBS and IPF are tailored within Childstory to the service.
Visit
To watch youtube video on How to Create an IFBS Referral

15. Partner Community

16. Referrals in Partner Community
When a referral is submitted NGOs there will be an notification with a link direct to the referral in partner
When they sign into partner they will see the Dashboard/Homepage.
Dashboard contains various different reports of their new and current referrals. and

17. Viewing Referrals in Partner
Prior to accepting the referral NGOs can only view the information included in the referral/service request
They accept or decline by clicking the respective button in the top right hand corner.

18. Updating the Referral NGOs will update the: First Meeting Update
Referred Unit details
NGO Caseworker
NGO Caseworker
NGO service outlet
This information will appear in the service request on Casework Child story in real time.

19. Viewing Person Role and Case
Viewing the Person Role and Case
ChildStory automatically shares the associated Person Role records with everyone in the service provider organisation who has a Manager role in Partner Community.
Basic details will be visible across person role and case.
NGO workers will be able to see lists of related files and engagements but they will not be able to access the content

20. Referral Management

21. Case Transfer & Responsibility
In ChildStory, Primary Responsibility is the term used to indicate who is responsible for the case.
When BF, YH & IFP accept the case unless there is a legal order in place, primary responsibility transfers to the NGO.
Primary responsibility will not transfer for IFBS
The Case Owner of the record is transferred to the Service Provider.
The case remains open to allow the NGO to access information and upload reports from ChildStory via Partner Community.
The case will close when the NGO closes the referral.

22. Reports
Partner
FACS
Anything that NGO service providers add to the referral in partner will appear in real-time in the referral on caseworker Childstory.

23. General Person Requests & 16a
NGOs will no be able to update any information on the person page or the details of the case. To do so they will need to submit a general person request. When FACS updates the information, Partner will update
NGOs will also be able to complete 16as using this functionality

24. Notifications
Notification s will be sent to NGOs by Childstory when:
When there is a new ROSH
Safety assessment of Unsafe
When a Placement has been Approved
When a RAM is put onto the system

25. Closing a Referral

26. How to Close a Referral in Partner
NGOs can Close a Referral in Partner by selecting:
To Close a referral NGOs must have completed:
Case History information
Referral Services Detail
First Meeting Update
Quarterly Progress Report
Conclusion Report
As soon as a referral is closed NGOs will loose access to the child and case

27. How FACS ends a Referral in Childstory
Caseworkers can cancel a Referral if it has not been submitted
Caseworkers can withdraw a referral if it has not been accepted by the NGO
There is a close button. It is not recommended to use this if the Referral is active as the NGO information is required to be up to date
CWM from the originating CSC can transfer the case back to the CSC however they will not be able to transfer the case to the NGO

28. Other Types of Referrals

29. How to Complete a Generic Referral
Go to the child or young person’s relevant Active Case or Triage
Select New Service Provider Referral action button
Choose Service, depending on desired referral type
Enter or Search for the desired name of the service
Enter or Search for the desired Service Provider
Select Save
This will generate a generic referral template
Generic

30. How to Complete a Generic Referral
If the NGO does not have access to partner portal an is sent by Childstory to the service provider containing any records stored within the files
The referral will be recorded in service request history in Childstory.

31. What to Do if your SVO is missing
Contact the Childstory Support to triage the issues. Support may redirect you to:
the PAFA (Procurement, Payments and Funding Administration) if there is an issue for contracted Service.
Local Admin team for assistance
Advise you to create the service provider
In Childstory search knowledge for How do I Create a Service Provider?
Download the form
the form to Service Directory:

32. What to Do if your SVO is missing
If the matter is urgent (i.e. <24h) then complete the referral manually and follow up with Support or PAFA or Childstory Service Directory
When you cannot find a suitable space in the referral section of Childstory to record your referral, it can be attached as a note and attachment

33. Support and Resources

34. Ongoing Training & Weekly Webinars
Online Modules –
Check Knowledge articles in ChildStory
Watch YouTube How To  videos
Contact Support:
Phone : available 7am-10pm

35. Questions