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Blue Book/Referral tutorial athena software.net

THIS DOCUMENT WILL SHOW: How to configure and use the Blue Book / 211 directory feature in Penelope How to use the related Referral feature to track detailed information about inbound and outbound referrals


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Blue Book/Referral tutorial athena software.net

The Blue Book is a searchable directory of service providers and community contacts that will allow you to: build a directory of contacts (whether individuals, organizations, schools, etc.) that can then be shared across cases, booked into appointments and/or used to document much more detailed inbound or outbound referrals at the Case, Service File or Service Event levels.


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Blue Book/Referral tutorial athena software.net

System Admin BLUE BOOK setup Setting tab

A good starting point is the Blue Book setup in the System Administrator account. Here, you can populate lists for Blue Book Type, Blue Book Hour, Available Services, Serviced Area and, if necessary, 2 user-defined drop-down lists. ‘Collateral Type’ and ‘Other Attributes’ in the example shown above are user-defined fields your agency can configure any way you like. To re-name the user-defined fields, click on the field name to change the label and to indicate whether the field is in use and/or required.


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Blue Book/Referral tutorial athena software.net

Click on ‘Drop Down’ or ‘Multi Select’ to edit the values in the related lists.

* What’s the difference between ‘Drop Down’ and ‘Multi Select’? A drop-down list will allow you to select one value from a list, while a multi select list will let you select multiple options -- e.g. an organization you are adding to the Blue Book may offer more than one service, so ‘Available Services’ is a Multi Select list.


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Blue Book/Referral tutorial athena software.net

Blue Book Type Here, you can set the Blue Book Types you will use to classify individuals or organizations you add to the Blue Book. You can add as many Blue Book types as are relevant for you.

Blue Book Hour You may wish to enter an organization’s hours of operation when adding them to the Blue Book -- this is where that list is configured.


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Blue Book/Referral tutorial athena software.net

Available Services A list of services offered by organizations or individuals you will be adding to the Blue Book. Because this is a multi-select, Blue Book entries will be able to be associated with multiple services. This list is a search option on the Blue Book.

Serviced Area A list of areas where organizations or individuals may provide service. Also searchable on the Blue Book. Again, because this list is multi-select, Blue Book entries can have multiple Serviced Areas (or catchment areas).


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Blue Book/Referral tutorial athena software.net

Blue Book > Referral User-Defined There are 4 user-defined fields available for use when adding Referral Information for a Blue Book entry -- 2 drop-downs and 2 text fields. These can be used to track whatever information you like.


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Blue Book/Referral tutorial athena software.net

System Admin REFERRAL setup Setting tab

On the Referral setup in the System Administrator account, you can create lists for Referral Reason, Referral Outcome and, if necessary, one user-defined drop-down list your agency can configure any way you like. To configure the user-defined field, click on the field name to change the name and to indicate whether the field is in use and/or required. To configure the drop-down lists, click ‘Drop Down.’


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Blue Book/Referral tutorial athena software.net

Referral Reason A list of reasons why people may be referred to you or why you may refer people out. Reasons can be classified as Inbound (will only show up when doing an inbound referral), OutboundExternal or Internal (will show up when referring to another organization or within your own organization), or Shared (will show up as an option on any referral).

Referral Outcome Referrals can be followed up and closed by marking an outcome. This list can be configured here.


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Blue Book/Referral tutorial athena software.net

... now let’s see how all this comes together on the user side ... To begin building your Blue Book directory, click ‘Add Blue Book’ in the Links sidebar on your home page.

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1. Blue Book Type 2. General contact info. + address 3. Blue Book Hours 4. Notes about Blue Book entry 3

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Blue Book/Referral tutorial athena software.net

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ADD AFFILIATE Affiliate = worker or satellite office connected to organization 1. Click ‘Add Affiliate’ 2. Enter information for affiliate ... note ‘Parent Entry’ is pre-filled 3. Worker and organization are now affiliated

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Blue Book/Referral tutorial athena software.net

ADD REFERRAL INFORMATION 1. Click to add intake and userdefined info. for the Blue Book Entry, as well as any notes on the organization’s referral policy, for example 1

2. Once this is saved, you can now add the Available Services and Serviced Area info, as well as any other user-defined data.

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Blue Book/Referral tutorial athena software.net

Available Services List of services offered by the Blue Book entry -- these can be searched for in the Blue Book. Services are added one-by-one. Once added, users can indicate any restrictions that may apply.

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Blue Book/Referral tutorial athena software.net

Serviced Area Catchment area in which organizations or individuals might provide service. Can also be searched for in the Blue Book search.


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Blue Book/Referral tutorial athena software.net

BLUE BOOK SEARCH 1. Click ‘Blue Book’ icon on home page 2. Enter search criteria and click ‘Go’

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Blue Book/Referral tutorial athena software.net

HOW TO ADD A REFERRAL

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Referrals can be added at the Case, Service File and Service Event levels. 1. Click ‘Add’ in the Referral sidebar. 2. Enter referral direction, Blue Book Type and start entering name -- because this organization is already in the Blue Book, it can be selected from the list here.

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Blue Book/Referral tutorial athena software.net

Because this organization is already in the Blue Book, all of the information is filled in automatically once we select it from the list. NOTE: An organization does not have to be in the Blue Book for you to make a referral to them. Adding the information at this step will also automatically add the organization to the Blue Book. Click ‘next’ at the bottom to continue with the referral.


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Blue Book/Referral tutorial athena software.net

1. Referral Reason 2. Service being referred to, as set up in Blue Book entry’s Available Services 3. Which members of the case, service file, etc. are you referring? 4. Notes on referral Click ‘finish’

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Blue Book/Referral tutorial athena software.net

You can access the referral at any time by going to the Referral sidebar and clicking on the name of the organization or individual to which you made the referral.

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1. Can add additional notes over time on the Notes tab. 2. Click ‘edit’ button to change any information, like ... 3. Recording a referral follow-up to ‘close’ the referral ... see next page.

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Blue Book/Referral tutorial athena software.net

To close out a referral, check the ‘Close Referral’ box, then choose a close date and a Referral Outcome. Referral will now be marked with red radio button, indicating it is closed. It can still be accessed, however, by clicking the name listed in the Blue Book/Service column.


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Blue Book/Referral tutorial athena software.net

*You can also log referrals at intake -- if the ‘Use Referral Steps’ option is enabled on the Intake Wizard, you will see the following two screens allowing you to track inbound referrals in a far more detailed manner than previously possible. Here, you can enter: 1. referral information -- where inbound referral is coming from incl. Blue Book Type, contact/ address info., notes

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2. option to add this referral source as a collateral contact on the client’s individual profile NOTE: As with outbound referrals, an organization or individual does not have to be in the Blue Book for you to log a referral from them. Adding the information at this step will automatically add the organization to the Blue Book.


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Blue Book/Referral tutorial athena software.net

* If you enter any referral information on the previous screen, you will then see the Referral Entry screen ...

Here, you can enter:

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1. details on the referral, including reason, date, client consent -- can also create a task alert 2. notes on client needs and/or instructions as indicated by referral source

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NOTE: you will not see this screen if no information was added on previous screen

Once the intake is saved, the referral will be stored in the Case > Referral sidebar


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Blue Book/Referral tutorial athena software.net

*Collateral Contacts and Blue Book Entries can also be booked into appointments. When booking an event, go to the Attendees tab and you can add them from here.

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Blue Book/Referral tutorial athena software.net

REPORTING Reporting on referrals is nice and easy -- the Referral History report will allow you to report on inbound and outbound referrals and can be filtered by reason, Blue Book entry, outcome, service, etc. In the example below, we want to see how many outbound referrals to organizations offering shelter services have been made this month.


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Blue Book/Referral tutorial athena software.net

And don’t forget, if you get stuck along the way, feel free to consult our support suite by going to penelope3.helpserve.com and searching the Knowledgebase. OR click the ‘question mark’ icon in the top right of any page in Penelope to access relevant articles on the help site.

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