Referrals

A Referral is a record of what this Agency sent to the city, plus a frozen copy. It has no status of its own. The Child record exists from the first keystroke.

How it works

1. Start a Referral. Tiny creates the Child from the first keystroke.
2. If the Referral comes back, record the Initial Service Coordinator (ISC) Service Authorization. Tiny then moves Stage by the Agency mapping.
3. If it does not come back, change the Stage to a canceled one. Write a note if you want. Nothing on the Referral changes.
4. Everything the city does stays in EI Hub. Tiny does not copy it.

Stage is the Agency's word. The Agency sets it. Tiny never computes it.

New referral

Choose New referral from Children or the command palette. Fill the facts the city's form asks. The form autosaves as a Draft. Pick caregivers and the referral source from the Directory. Name a requested Initial Service Coordinator if you have one.

Record the sent date, the channel (EI Hub direct, NYC portal, 311, ACS hotline), and the confirmation number. You then land on Referral sent.

Referral sent

The confirmation shows the reference, what happens next, and Save a copy (PDF). Open the Child from there.

What happens next:

• The city assigns an Initial Service Coordinator.
• If it picks this Agency, the assignment appears in Children Assigned to Caseload.
• The family receives a Welcome Packet within 5 days.
• A requested Initial Service Coordinator is a request. The city decides.

On the child

The child header shows one fact beside Stage while a Referral exists and nothing has come back:

• Draft while unsent
• Awaiting assignment once sent, with the sent date and channel
• Referred date, assigned date, once an ISC Service Authorization is held
• nothing extra if this Agency never referred the child

The Referral tab shows what we sent: date, channel, sender, source, requested ISC, confirmation, and the PDF. There is nothing to Accept, Complete, Follow up later, Decline, or Record outcome. A second Referral is a new row.

Stage mapping

On Settings → Case stages, set When an Initial Service Coordination authorization is recorded. Choose the Stage to move to, or keep the current Stage. Tiny moves Stage only when the child is still in an intake stage.

You may pick any Stage when you create a Child, including a closed one. Closure fields appear when you pick a closed Stage.