How do I close a referral or change its acceptance date?

Overview

This article is for anyone who manages a service referral in Service Referral Management, including referring agency admins and service providers whose role has permission. It explains how to close a service referral and how to change its acceptance date. The options you see depend on your role.

Who can close a service referral or change its acceptance date?

Your role's permissions decide what you can do. Referring agency admins can usually do both. Service providers can change a service referral's acceptance date if their role has permission, but usually can't close a service referral.

You'll find both options in the Status section at the top of the service referral. If you don't see "Close Referral" or "Edit" there, your role doesn't have permission. Ask an admin at your agency, or contact your referring agency.

How do I close a service referral?

1. Navigate to Children & Youth on the top blue navigation bar.
2. Select Service Referrals in the dropdown.
3. Find the service referral and click "View Service Referral."
4. In the Status section at the top of the page, click "Close Referral." (Please note: You can only close a service referral that is In Progress.)
5. Choose a closure reason and enter closure details, then choose 'Save Changes'.

Please note: Once a service referral is closed, its service records can't be edited or deleted. If you're a service provider and a closed service referral needs a correction, contact your referring agency.

How do I change the acceptance date of a service referral?

1. Navigate to Children & Youth on the top blue navigation bar.
2. Select Service Referrals in the dropdown.
3. Find the service referral and click "View Service Referral."
4. In the Status section at the top of the page, click "Edit." The Edit Status panel opens on the side of the page.
5. Update the Acceptance Date.
6. Click "Save."

If your agency tracks enrollment, you can also edit the Enrollment Date in the Edit Status panel.

Why would I change the acceptance date?

A service record can't be dated before the service referral's acceptance date. If a service happened before the date the service referral was accepted, you can move the acceptance date earlier (backdate it), then add the service record. For the rules about which dates you can choose, see Why can't I choose a certain date on a service record?