Referral Details
These fields make up the rest of Step 1 (Intake), alongside selecting the client.
Service
Select the service contract the Referral is for. Do this early — it determines which service-specific questions appear further down the page, and which team will pick the Referral up.
The core fields
| Field | Required | Notes |
|---|---|---|
| Referral type | Yes | Self, Whānau, Educational or Professional. Changes which referrer fields you are asked for. |
| Urgency level | Yes | Routine, Priority, Urgent, Crisis or Emergency. |
| Date of referral | Yes | Cannot be in the future. |
| Channel | Yes | How the Referral reached you. |
| Reason for referral | Yes | Minimum 10 characters, maximum 2000. |
| Additional referral details | No | Free text, in the collapsible section below the reason. |
Channel options
Channel records how the Referral arrived:
Internal · Face to Face · Walk-in · Email · Electronic · Event · Network
Urgency levels
The form shows the expected response time beside each level as you choose it:
| Level | Response time | Use when |
|---|---|---|
| Emergency | Now | Immediate safety concern requiring emergency response |
| Crisis | 4 hours | Crisis situation, handle urgently |
| Urgent | 24 hours | Needs attention within a day |
| Priority | 3 days | Important but not an emergency |
| Routine | 5 days | Standard processing |
Urgency drives the priority badge on dashboards and the Needs Attention count on the Intake Officer dashboard, so it has a direct effect on whether the Referral gets picked up quickly.
Who made the Referral
The referrer fields appear once you choose a referral type:
| Referral type | What you provide |
|---|---|
| Self | Nothing — the client referred themselves |
| Whānau | Select the whānau member making the Referral. If the client is under 16, a contact phone number is also required. |
| Educational | Search for the school or organisation, then select or add the contact person there |
| Professional | Search for the organisation, then select or add the contact person there |
For Educational and Professional Referrals, if the contact you need is not listed you can add them without leaving the wizard.
On an Educational Referral, selecting the organisation automatically fills in the school name field for you.
Service-specific questions
Below the standard fields you may see an Entry Details panel containing extra questions belonging to the service you selected — for example child safety concerns or risk ratings. These vary by service.
Service-specific questions are advisory at intake. Complete as much as you can — you can come back and finish them later, and leaving them blank does not block the Continue button.
Continuing
Continue becomes available once you have selected a client and a service. Clicking it creates the Referral and moves you to the Consent step.
Related topics
- Creating a Referral — the three-step walkthrough
- Finding or Creating the Client — the first half of Step 1
- Submitting and Dispatching — what happens after Consent
- Workflow Overview — priority handling and expected response times