Following the receipt of a referral, the Intake & Referral Officer (I&RO) initiates contact with the referrals caregiver, usually within 72 hours. I&RO will make 3 attempts to contact the caregiver. Attempts may include phone calls; voice messages; emails; texts; attending to the home if information suggests this to be the best way to contact the family.
At initial phone contact, the I&RO initiates the following process:
- Discuss the reasons for the referral to TRiP;
- Thoroughly explain what TRiP is and how we support children and families;
- Explain and obtain verbal consent; if verbal consent is obtained – I&RO shares the referral name (via email) with TRiP stakeholders;
- If verbal consent is obtained with the sole caregiver and there is a custody order in place, the caregiver is advised to bring appropriate documentation in relation to this; if both parents agree to TRiP involvement, no orders are required.
- Set a date to meet for written consent to be signed.
- Conclude the file if the family/caregiver does not agree to consent.
The I&RO utilized the following Checklist to ensure all information is documented and captured.
- Intake & Referral Officer (I&RO) obtains referral agency/parent form
- I&RO adds to database
- Admin Support (AS) adds information to appropriate wait and complete lists
- I&RO contacts caregiver and obtains verbal consent, and sets date to meet and sign consent
- I&RO signs consent with parent
- I&RO emails TRiP School Liaisons to obtain school background information
- I&RO completes child/youth intake form
- I&RO completes risk based assessment needs tool
- I&RO presents client at iCT
- If client is accepted, I&RO creates IEIS file – go to C4
- If client is declined, the file is concluded
- I&RO creates a police report on the Internal Electronic Information System (IEIS) for active TRiP client
- I&RO gives Administrative Support (AS) active file to scan
- File closed (when & why)
- Contact Attempts
- I&RO Check sheet