| Field | Description |
| Subject | The title of the referral (e.g., Referral). |
| Date | The original date the referral was created (e.g., Sep 28, 2025). |
| Initiator | The originating entity (e.g., Company #2004). |
| Customer | The specific client linked to this request. |
| Status Dropdown | The primary control for business logic (e.g., Referral Initiated). |
| Note | A rich-text area for adding context or updates (e.g., Sample note). |
| Status | Administrative Meaning | Workflow/Automation Context |
| Referral Initiated | The lead has just entered the system. | Triggers the assignment of an intake coordinator. |
| Initial Contact | First outreach to the prospect has been made. | Logs the first interaction date for Compliance tracking. |
| Documentation Pending | Waiting on medical records or insurance info. | Keeps the referral active but flagged as "incomplete." |
| Documentation Received | All required paperwork is on hand. | Alerts the clinical team to begin the review. |
| Determination Pending | The agency is deciding if they can accept the case. | Often used when awaiting a "Prior Authorization" from a payer. |
| Accepted | The agency has officially agreed to provide care. | Critical Trigger: Typically initiates the New Project setup. |
| Denied | The agency cannot take the case. | Stops the workflow; requires a mandatory reason in the Note field. |
| On Hold | The process is paused (e.g., client is hospitalized). | Suspends Scheduler tasks without closing the referral. |
| Intake in Progress | Active evaluation or home visit is occurring. | Visible to field staff in the Ability Hub app. |
| Closed | The referral process is finished. | Moves the record to historical Documents. |
| Field | Purpose | Agency Coordination Value |
| Subjective | Client's reported feelings, symptoms, and moods. | Helps caregivers in the Ability Hub understand the client's perspective before the visit. |
| Objective | Measurable outcomes, test scores, and observed behaviors. | Provides hard data for Compliance and justifies the medical necessity of the referral. |
| Assessment | Analysis of progress and areas of improvement. | Allows Case Managers to compare current performance against previous sessions to track goals. |
| Plan | Immediate next steps and treatment objectives. | Directly informs the Workflow by outlining what specific tasks need to be triggered next. |
| Field | Requirement | Description |
| Customer * | Mandatory | A dropdown to select the existing Customer you are referring. |
| Company Name * | Mandatory | The legal name of the receiving agency (e.g., ABC Inc). |
| Company Address * | Mandatory | The physical location of the receiving provider. Essential for geographic coordination. |
| Company Email * | Mandatory | The primary contact for the receiving agency. This is where the referral notification is sent. |
| Company Phone * | Mandatory | The direct line for the receiving agency’s intake department. |
| First/Last Name | Optional | The specific individual at the receiving company (e.g., Ginger Hua) who should handle the intake. |
| Column | Description |
| Company | The legal name of the partner agency (e.g., ABC Inc, Test Company External). |
| Address | The physical location of the partner, used for geographic filtering of leads. |
| Phone | The primary contact number for the partner's intake or coordination department. |
| Contact Name | The specific individual (e.g., temp, Ginger Hua) at that company who manages referrals. |
| Contact Email | The digital destination for outgoing referral notifications and Documents. |