When a teacher or staff member submits a referral through the Faculty Portal, it routes straight to the practitioner assigned to that referral type. Every user with the referred role gets an alert, so the right person can pick it up and start their follow-up right away.
This article walks practitioners through how to accept a referral, manage the encounter, and share it back to the referring staff member.
Why this matters
Nothing slips through the cracks: every referral for your role surfaces as a pop-up on your board.
Context from the start: the encounter opens with all the information the referrer provided.
Structured follow-up: default notes guide you through each step of your process.
Controlled visibility: you decide what the referrer can see and when.
Accepting a referral
When a referral is submitted through the portal, every user with the referred role receives a pop-up on the board.
Click Accept to open the referral. It opens with all the information provided by the person who submitted it.
Working through the encounter
The encounter opens with a set of default notes to help you move through your process. For example, you might:
Follow up with a faculty member, such as the teacher.
Meet with the student directly.
Have a parent or guardian conversation.
💡 Tip: The first note is the only one visible to the person who referred the student. Keep that in mind as you write, and use the later notes for anything you don't want the referrer to see.
See who referred the student. If you ever forget who submitted the referral, click History to see who created it and when.
Lock or close individual notes. You can lock or close a note while keeping the encounter open, so you can keep working through your remaining follow-up steps.
Closing the encounter
When your follow-up steps are finished, mark the encounter as Closed or Locked at the top of the encounter.
Sharing the encounter (optional)
If this is enabled for your school, you can share the encounter with someone through the portal so they can see the full scope of the referral.
Click View all fields.
Choose who to share the encounter with. For example, you can share it with the person who referred the student and send them an email.
Once shared, that person has visibility into all of the notes within the encounter, not just the first one.
Sharing is completely optional, but it is there when you want to give the referrer the full picture.
What the referrer sees in the portal
If you share the encounter, the person who submitted the referral can view everything from their side:
In the portal, go to the student's card.
Scroll to the bottom and open Encounters.
Click into the referral.
From there, they can access the initial referral along with all of the follow-up steps.
Need help?
If you have any questions or concerns, reach out to our support team using the question mark icon in the upper right-hand corner.