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Providers with clinical assessment functionality

This guide shows you how to manage referrals within a Clinical Assessment Service (CAS) to use the worklists tab and filter referrals.


Clinical Assessment Service (CAS) functionality allows providers to review referrals and/or see and treat patients and then to refer them on to another service if required.

How a CAS is set up, and what it is used for, will determine how you will utilise the functionality.

This guide sets out ways to manage referrals within a CAS.

  • With the Worklists tab open, use the filters available to view appropriate referrals
  • You can filter referrals by Worklist, Service, Clinician, Specialty, Location and Referral Type

Referrals for review worklist

Reviewing referrals 

screen short of e_RS showing how to review a referral as part of the e-RS training for providers

Select an appropriate UBRN (referral) to review. This opens the referral and shows a summary of the referral details.

screen shot of e_RS showing Select an appropriate UBRN (referral) to review showing a summary of the referral details

  • if a referrer sends the referral information from their GP system, then the clinical information column display as a series of headings. It can be viewed by selecting each heading 
  • information can be printed by selecting the Clinical Information Summary from the Print button dropdown. 
  • otherwise the referral letters will be located in and accessed via the Attachments section
  • click on the blue hyperlink to open/review/print the referral letter

Accepting referrals

  • Once you have reviewed the referral and decided it is clinically appropriate for the clinic, select Accept Review Next in the review referral summary screen
  • When you accept a referral, the NHS e-Referral Service (e-RS) will automatically show the next UBRN on the worklist for review

Once accepted, the referral will be removed from the worklist. To find a referral after it’s been accepted you can use the Patient Enquiry with either the patient’s NHS number or an appropriate UBRN.

screen shot of e_RS showing how to review a referral

Rejecting referrals 

  • once you have reviewed the referral and decided that it is clinically inappropriate for the clinic, select Reject in the Review Referral Summary screen
  • select a reason from the Reason dropdown list and enter further information in the comments field
  • this information will be visible to the referrer and help them understand why the referral has been rejected
  • select Reject Referral, Review Next
  • the appointment will automatically be cancelled in your Patient Administration System (PAS).

screen shot of e-RS showing how to reject a referral

Once rejected, the referral will be removed from the worklist. You will be able to find it via the Patient Enquiry but only for six months after the rejection.

Record assessment option

  • Open the UBRN on the worklist and review the referral
  • Select the Record Assessment button
  • In the Record Assessment screen select an outcome reason and add any appropriate comments.

screen shot of e_RS showing the record assessment option during the booking process

The outcome you select will require different actions:

Advise referrer

This option will return the UBRN to the patient’s referrer and remove it from your worklists.

Resolved, treated during assessment AND resolved, patient request

Both of these options will simply outcome the referral and remove it from your worklist

Refer on

This option will ask you to choose which service to refer the patient on to. See referring to another service’ section of this guide for further details.

Refer on, outside NHS e-Referral service

This option is to refer the patient onto a service that is not available on e-RS. Therefore, you must also complete a paper referral to the new service. This option will remove the UBRN from your worklists. 

Referrals for assessment worklist

Accepted referrals will stay on this worklist until they are managed by the service they are referred to.

  • Check the Referral Status column, which indicates what actions have been carried out against the referral
  • Open the UBRN and select either Record Assessment or Modify/Complete Assessment
  • Outcome the referral as per Record Assessment option, previously detailed in this guide.   

Referring to another service (refer on)

 You can use the Refer on option to refer a patient to another service available on e-RS. Whenever you do this the patients should be involved in the process.

  • In the Assessment Outcome screen select the Refer on option and add comments, if appropriate
  • Select the Record button, which allows you to shortlist services for the patient to be referred on to
  • Click Submit on the next (Record Assessment details) screen
  • In the Record Assessment Summary screen select Add Shortlist which allows you to find services for the patient


Note: selecting close will exit this action and leave the UBRN on the Referrals for Assessment worklist, waiting to be managed at a later date.

  • In the Search Criteria screen the filters set by the original referrer will be displayed. You should keep these if they are still valid for the patient or amend, as appropriate.
  • Select either Search Primary care or Search all to search for new services
  • Select a new service for the patient 
    Where services are directly bookable you can select either Appointment Search to book an appointment on behalf of the patient, or Request and the patient can select for themselves
    Where the service is indirectly bookable you will need to select the Request option.

Wherever you select the Request option when referring on you should give the patient the new referral/service details so that they can book an appointment.

A new UBRN will appear on the Appointments for Booking worklist until it is booked.

Note: When a referral is shortlisted to another service a new UBRN will be created, linking the original referral to the new referral. The original referral letter will also be linked to the new UBRN and can be accessed by the new service.

  • Select the Record and Complete option to ensure that the new referral is successfully completed

This option will place the new UBRN in your Outbound Referrals worklist, which you must monitor (see ‘managing other worklists’ section).

Note if you select Record instead of Record and Complete, the UBRN will stay on the Referrals for Assessment worklist waiting to be managed at a later time.

Managing other worklists

Outbound referrals worklist

As a Clinical Assessment Service (CAS) your service will take on responsibility for the referrals it refers on to another service. When the referral is reviewed by the new clinic they may reject or cancel the UBRN.

In these instances, the UBRN will appear back on the CAS Outbound Referrals worklist, not that of the patient’s original referrer (e.g. the patient’s GP).

These UBRNs must be managed by the CAS service as follows:

  • Check the referral status of the UBRN
  • Action the UBRN according to any comments/history

Outstanding referral letters

When you refer on to another service you can either use the original referrers’ (e.g. the patient’s GP) referral letter or create one of your own.

In the Appointment details/Appointment request details screen if you tick the Referral Letter Outstanding, will add at a later time box, the UBRN will appear in the Outstanding Referral Letters worklist to be actioned at a later time. This action would be to create a new referral letter and attach it to the UBRN.



Last edited: 8 January 2020 3:57 pm