Smarter Week

How to automate it

How to automate “coordinate with partner agencies and referrals”

Here is the best way to spend less time on this, best first. Each comes with steps you can follow today.

45 min
typically, once a week
35%
of the time can be automated
Some setup
to set up

Fix 1 of 1

Software feature

Use a shared referral network instead of calling around

Community referral platforms list local services with eligibility and let you send a referral electronically and see whether it was picked up, so you stop making calls and keeping paper resource lists.

Typically saves about 35% of the time1 h to set up
  1. 1Check whether your area uses a shared referral network (for example Unite Us or findhelp), or your 211.
  2. 2Search by need and zip code instead of your old resource binder.
  3. 3Send referrals through the platform with the client's consent and track the outcome.
  4. 4Keep a short shared list of the partners you use most, with a named contact. Keep client names and identifying details out of general AI tools. Use only tools your organization has approved for client data, with a BAA where HIPAA or 42 CFR Part 2 applies.

Tools: Unite Us · findhelp · 211

Quick wins

Have you tried…

Do you send referrals through a shared platform like Unite Us or findhelp?
Referral networks list local services with eligibility, send the referral electronically and show whether the client was helped, so you stop calling around.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Program manager / coordinatorSocial worker / case manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Program managers / coordinators