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How does the third-party related services and evaluations referral process work?

This article provides a step-by-step explanation of the updated third-party referral process from start to finish.

3rd Party Referral Process
  1. School fills out the appropriate section of the LiveSpeech Provision DV, LiveCounseling Provision DV, LiveOT Provision DV, LivePsych Provision DV, or 3rd Party Referrals DV.  Each of these data views contain sections for therapy and evaluation referrals.
  2. If the referral came from one of the Live Services Provision DVs, it will be reviewed by the corresponding Live Services manager within one (1) business day.  If the referral can be assigned to a Live Services provider, the Live Services manager will assign and section the provider.  If the referral cannot be filled by Live Services, they will indicate that the referral is being sent to a third-party provider.  If send to third-party, information from the data view will be imported into HubSpot within one (1) business day to generate a referral ticket which will be assigned to the related services coordinator.
  3. If the referral came from the 3rd Party Referrals DV, the details will be imported into HubSpot within one (1) business day.  This import generates a referral ticket which is assigned to the related services coordinator for fulfillment.
  4. Related services coordinator assigned to the referral ticket in HubSpot will identify one or more vendors with approved providers and send that request to them via ticket / Customer Portal.  Vendor receives an email notification when they have received a new referral request.
  5. Vendor Main Contact or Vendor Liaison logs into the Customer Portal to review the referral request.  If their company accepts the referral, they will add a comment to the ticket accepting the referral and including the name of the therapist who will be assigned to work with the student.
    1. If the vendor cannot accept the referral, they will note this within a comment in the ticket, and the related services coordinator will identify another vendor to send the referral to.
  6. Related services coordinator updates ticket with the name of the therapist assigned and closes the ticket.  An email notification is sent to the school staff and vendor contact/liaison with details of the referral including the therapist assigned.
  7. Related services coordinator updates the appropriate data view (provision DV or 3rd party referrals DV) to confirm that the referral has been processed and adds the ID number of the therapist/evaluator assigned to the referral.  They also add the student to the provider's section in the Pearson Online Classroom (POC).

If a student who has previously been referred for related services has a change in status (service removed from IEP, service paused, or change in minutes), please use the "change" section in the corresponding data view to update their minutes/setting or request removal from services.