Intake Overview

Intake Overview

What is the Intake Overview?

The Operational View is where the bulk of work get's done in Supportable. It defaults to the Intake Overview landing screen. The other view in the intake module is the Analytical View.

The Referrals Overview is the main screen of the Operational View of the Intake Module. By default, the Referrals Overview will show you the scope of active referrals in the system that you as a user has access to based on your role.

Referrals Overview Graph

At the top of the Operational View, you will see a stacked column chart. This is your go-to feature when you want to see the overall summary of the active referrals in their current state. By default, this visual displays all active referrals  across all services  based on the User's visibility.
  1. X-Axis:  All stages Supportable Intake Process, in order from left to right.
  2. Y-Axis:  The count of referrals. Referrals in the New Stage.

Each column (Stage) is stacked with a number of Sub-stages specific to the stage. Colors in the graph represent various states of a referral within a stage. Referrals within a stage that have not met criteria will appear at the top of the bar. The goal for each stage is to move the referral to the bottom of it's respective stage to a "Ready to Advance" state. So, any referrals ready to advance will appear at the bottom of the bar.

This table summarizes the color-coding of the graph:

Color Meaning Stages Applied
Stage criteria has not been met and something needs to be done, depending on the stage. It is not related to time. For example, screening has not been complete, an assessment or admission needs to be scheduled. All stages
For date-dependent stages, something is scheduled and not time-critical. For example, an assessment is scheduled in the future, or an authorization has been requested. Assessment, Tour, Queue
For date-dependent stages, something is scheduled for today. For example, an assessment, tour or admission is scheduled today. Assessment, Tour, Queue
For Assessment, Tour, Queue, something is scheduled in the past (before today) and has not been resolved.
For example:
(1) an assessment, tour or admission is scheduled yesterday and does not have an outcome.
(2) an authorization was requested over a week ago and does not have an outcome. 		Assessment, Tour, Authorization, Queue
A referral has entered the Queue and requires approval before scheduling admission. Queue
Stage-specific criteria is met and waiting checklist to be completed. Assessment, Tour, Authorization, Queue
All Stage-specific criteria is met and the referral is ready to advance to the next stage. Assessment, Tour, Authorization, Queue

Hovering over a stack will display a tooltip telling you the name of the Sub-Stage and the number of referrals in that Sub-stage.

Pro Tip
  1. Click on any Sub-stage to filter the referrals in the Referrals List .
  2. Click on anywhere in the white space to drill back up and un-filter the Sub-stage.
For more information on Sub-stages, click any of these articles:
  1. New
  2. Screening
  3. Assessment
  4. Tour
  5. Authorization
  6. Queue

Referrals List

The Referrals List generates the list of referrals as they are filtered. By default, this list displays all active referrals across all services based on the User's visibility.

A few things to note:
  1. The Search Bar in the upper-right corner allows you to search the list by name or Referral ID. Because the Referral ID is long, you can search by the last 4 digits quite effectively.
  2. Click on the headings to sort ascending or descending.
  3. This icon  will appear when the referral was made internally within Supportable, as opposed to the Referral Form.
  4. The list defaults to descend by Date descending.
  5. The Stage column will sort by stage number, not name. The order is:
    1. New
    2. Screening
    3. Assessment
    4. Tour
    5. Authorization
    6. Queue

Quick Action Menu

To the far right of each list item, there is a Quick Action Menu that provides a number of quick actions for you:
  1. Add Note: Opens a right-drawer to enter an internal Note.
  2. Add Contact Log: Opens a right-drawer to enter a Contact Log
  3. Assign to Point Person: All referrals enter into the system unassigned. Based on your permission, you can assign the referral to yourself or to others. This allows for easier filtering and divvying out of workloads.
  4. Reject: This opens a right-drawer to enter a reason for rejecting the referral.

Filters Menu

The Filters Menu is your primary control for narrowing down the Referrals you'd like to view in the Referrals Overview Graph and the Referrals List.
  1. Service: Pick from the list of services. Multi-select.
  2. Point Person: Pick from the list of Point Persons. Multi-select.
  3. Referral Status: Active referrals are referrals currently in process without a resolution of either Rejected or Admitted. Resolved referrals are either Rejected or Admitted.
  4. Stage: Pick from the list of Stages. Multi-select.
  5. Sub-stage: Pick from the list of Sub-stages. Multi-select. This list contains all Sub-stages, so you may not receive any results if a Stage is filtered that does not contain that Sub-stage. For example, if the Assessment Stage is selected in combination with the Auth Not Requested Sub-stage , you will not see any results.
  6. Date Range: Choose dates from the date pickers. They can be used either/or. If you're going to use both, be sure that the From date is before the To date.
  7. Apply: Your filters will not execute until this button is clicked.
  8. Reset: Click this button to get the referrals back to default (all active referrals based on the User's visibility).

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