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
    1. If client is accepted, I&RO creates IEIS file – go to C4
    2. 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

Intake Forms

  • I&RO Check sheet