What is the Waitlist?

Our Waitlist feature acts as a real-time, auditable log that helps facilities stay organized while meeting Connecticut state compliance requirements for managing patient referrals.

• Facility-Specific

  • Referrals are automatically added to the waitlist of the specific facility / facilities that receive the referral

  • All actions are recorded in an auditable log, fulfilling compliance and documentation requirements

• Time-Based

  • Waitlists are ordered by the time each referral was received

  • The oldest referrals appear at the top of the waitlist, and newer referrals follow below

How to use the Waitlist

The waitlist should be updated at least once per day, so it always mirrors the latest referral activity. Maintaining and up-to-date waitlist keeps the log accurate, actionable, and fully auditable.

• Adding to the Waitlist

  • New referrals are placed on the waitlist for the facility to which they are assigned

  • For referrals sent to multiple facilities, they will show up on the waitlist of each facility that received the referral

• Managing Referral Statuses

  • Referrals must be removed from Waitlist once they are either admitted into the facility or no longer require admission. They can be removed by selecting "Clear from Waitlist" or "Cancel from Waitlist".

    • Clear from Waitlist – Use this for referrals that are moved-in

    • Cancel from Waitlist – Use this for referrals that are declined or lost

• Updating Waitlist Order

  • For the remaining referrals that stay on the waitlist, their order can be changed using the drop and drag feature

  • Note that manually re-ordering referrals requires you to provide reasoning for waitlist order changes

• Adding Status Updates

  • Users can add status updates to any referral on the waitlist to record contact attempts, progress, or other relevant updates

  • These updates keep your team in sync and support proactive follow-ups

• Quick Access for Contact Info

  • If a referral’s facesheet includes a phone number or address, that info appears as a tooltip directly on the waitlist

  • This allows you to access key details instantly without needing to open the referral directly

Detailed Waitlist Referral Dashboard

This dashboard shows a detailed breakdown of all the referrals on the waitlist. Key fields include:

• Waitlist Receipt ID

• Waitlist Order

• Referral Name

• Date Added

• Time Added

• Source

• Review Stage

• Admission Stage

• Waitlist Status

• Internal Denial Reason

• Internal Denial Reason Comment

• Lost Reason

• Lost Comment

Use this to track the status of and comments of all referrals on the waitlist. You can use the filters at the top of the dashboard to customize your view by Facility, Date Added, and Waitlist Status.

Printable Waitlist Report

The Printable Waitlist Report provides a print friendly snapshot of referral activity. It includes the following data columns:

• Waitlist Receipt ID

• Waitlist Order

• Referral Name

• Date Added

• Waitlist Status

• Internal Denial Reason

• Internal Denial Reason Comment

• Lost Reason

• Lost Comment

You can use the filters at the top of the dashboard to customize your view by Facility, Date Added, and Waitlist Status.

Facility, Date and Status filters

Facility Filter

• Select the facility you want to view

Date Added Filter

• Controls which referrals appear based on when they were added to the waitlist

• Set to "any time" to see the current state of the waitlist (i.e., who is still waiting as of today)

• Select a specific date or range to view referrals added during that time window

Waitlist Status Filter

• Choose which referral statuses to include:

  • Waitlisted: still on the waitlist

  • Cleared: admitted from the waitlist

  • Cancelled: removed from the waitlist for another reason

• You can include one, some, or all statuses depending on your use case

Download or Print the Report

You can download the Printable Waitlist Report in multiple formats such as PDF, Excel, or image. Here’s how:

• Scroll to the very bottom of the report and click the download icon

• Choose your preferred file format — PNG (image), PDF, Excel (XLSX), or CSV. PDF is recommended for printing

• Next, select the paper size. This will determine how the page size for the report

• Ensure the Expand tables box is checked so that all tables are expanded to show all rows

• Select Landscape, then Create File

• Once the report is created, then select Download to download the report. The report is now ready to be printed