Cohort is set up to allow a Manager to specify one other individual to oversee a particular referral due to data protection and confidentiality. This individual will need to be set up as a “HR User”.

The system allows the Manager to submit a Referral and link it to an HR User to oversee the process and ensure it is followed correctly. To specify a particular HR user on a Referral, the referring manager needs to choose this person in the “HR User” field on the “Registration Details” page when submitting the initial referral form.

If the new appointment relates to a different issue or the previous referral was submitted more than 3 months ago, then you will need to submit a new form.

If however, the reason for the new appointment is the same reason as that which was stated on the original referral form, and the form was submitted less than 3 months previously, and nothing else has changed in the meantime, then there is no need to submit another form.

You cannot amend the original referral form. However, you can add additional information or update details by using the “Comments” tab within the referral itself.

This is the section where all correspondence between yourself and Clarity takes place concerning that referral.

From the dashboard, find the employees name, click on the blue icon with the binoculars to the left of their name and this opens the referral. Then click the “Comments” tab along the bottom of the screen. You can add your new information or enquiry and click “add” on the right of the screen. Your new information will then sit alongside the original form when the OHA is completing the referral.

You will need to contact Clarity on [email protected] with the new details you require.

This is a simple task for Clarity to update for you.

You can find all documents and attachments relating to a referral in the “Attachments” tab of the referral itself. To download a pdf copy of the report, click on the arrow icon to the left of the report name.

You will be notified by email that a response has been added to the referral when the report has been added.

So you will never be unaware that your report is ready

Once a referral has been completed and the status of it is Completed, you can place a tick in the small box to the far left of the employees name on the dashboard. Then click the “complete” tab in the bottom right corner of the page.

This will archive the referral after 24 hours. There is a slight delay to allow you to refer back to the information, if necessary, before the referral is concluded.

Please note, the referral is NOT deleted, it is only ARCHIVED. You will be able to search for archived referrals using the “Search Parameters” area of the dashboard.