Referral Follow Up
Overview
Open an entry from the Referrals register to update its status and details, assign it to a team member, link it to an existing Participant, create a Participant, or export it.
By default, only Admins and Managers can view and update referrals. An assignee, or someone who can access the linked form submission, may also be able to view an individual referral.
The Referral Details card shows the referral's Reference, Status, Assignee, Source, Participant association, and follow-up Details. Click the Reference to copy it.
Available Actions
Use Actions to Update Status, Assign Existing Participant, Create New Participant, or Export as PDF. The Participant actions only appear while the referral is not already linked to a Participant.
Status Update
Use Actions > Update Status. Available transitions depend on the current status:
- New moves to Under Review.
- Under Review can move to Accepted, Declined, or Waitlist.
- Waitlist can move to Accepted or Declined.
- Accepted moves to Completed.
- Declined or Completed can be moved to Under Review, Accepted, Declined, Completed, or Waitlist.
Creating or Assigning a Participant
Select Actions > Create New Participant to create a Participant from mapped referral answers. Astalty warns you when the submitted first and last name match an existing active Participant.
Select Actions > Assign Existing Participant to link the submission to an existing Participant. The submission then appears on the Participant's Forms page.
Duplicate Participant Warning
If the first name and last name submitted on a referral match an existing Participant, a warning appears on the Referral Details card so you can avoid creating a duplicate profile: "A participant named ... already exists and may match this referral". The same warning appears inside the Create New Participant dialog. Archived Participants are not matched.
Click Assign to existing participant to open the Assign Participant drawer with the matching Participant already selected.
Updating an Existing Participant's Profile from a Referral
When you assign a referral to an existing Participant - via Actions → Assign Existing Participant, or via Assign to existing participant on the duplicate warning - you can also copy the submitted answers onto the Participant's profile.
In the Assign Participant drawer, tick Update the participant's profile with this form's mapped fields. A preview lists every mapped field, showing the Participant's current value struck through next to the incoming value from the form, or (no change) where the two already match.
Each field has its own checkbox, and all fields are ticked by default - untick any value you don't want copied. Clicking Assign Participant then links the submission to the Participant and updates their profile with the ticked values.
A referral can update the following profile fields (where the form has an answer for them): first, middle and last name, preferred name, email, date of birth, NDIS number, gender, sex, phone, mobile, preferred language, and primary and secondary diagnosis.
Recording Referral Follow Up Information
Click Edit to change Assigned To, Source or Details, then click Update Referral. Assigning a referral sends a notification to the assignee.
Archiving a Referral
You can archive a referral while its status is New, Under Review, Waitlist, or Declined. Click Edit, then Archive. Use the Archived filter in the register to find it later and click Unarchive to restore it.
Accepted and Completed referrals cannot be archived from the update panel. Referrals do not have a permanent delete action.
Printing a Referral with Summary & Details
You can export a Referral as a PDF directly from the Referrals Register, with the Referral Summary and Details (completed during the referral acceptance process) automatically included in the document.
To export a Referral:
- Navigate to the Referrals Register from the main menu.
- Select the relevant Referral.
- Click Actions.
- Choose Export as PDF.
The generated PDF will include the full Referral information, along with the Summary and Details section, ensuring all key information is captured in a single, shareable document.
