How to set up a cross-referral system

People living with HIV and AIDS and their families need many different forms of support and care. It is very important that they are able to get easy access to and clear information about available services. This guide deals with setting up a referral system and has the following sections:

1. What is a referral system
2. How to set up a referral system

1. What is a referral system

When someone with HIV and AIDS or a member of their family comes to one project or service for help, they should also be given access to all other services that can benefit them. A referral system is one way to make sure this happens.

Your area may have projects like support groups, food parcels and home care for people with HIV and AIDS. When a teacher finds out that a child is looking after ill parents, there must be a system in place to make sure that family gets support from all the other projects.

2. How to set up a referral system

Set up a data base

All projects and services should work together in the relevant task teams. Part of the work of each task team should be to build up a list of people who need support in each part of the community. The names will come from different services and projects.

The different task teams must share names since a family may be getting home-based care, but children may not be getting grants. It is important for people from different task teams to come together every few months and to compare their lists.

List all services

A second important task for the LAC is to build up a list of all services and projects that can help families in need. This list with contact details should be published and given to people when they come to any of the projects for help. Keep the information very simple and clear and always say what a project or service can offer. All projects and services should use the list so that they can send people elsewhere for further help.

Each project or service should make a card for each person or family receiving support. On this card, there should be space to show whether the person or family has been referred to other projects for help.

Here is an example of a referral list

Medical treatment:	Places you can go for help:
The Clinic 6th Avenue Thembalethu Open 7am – 7pm Contact: Sister Makwetla 23 6548	Mandela Hospital Main Road Contact: Sister Lekau 23 4532
People who are ill at home and need care:
Home-based care project Catholic Church Main Road Contact: Father Peters 23 6453	The Hospice Beaufort Street Contact Mrs Malan Phone: 23 4563
The Clinic 6th Avenue Thembalethu Open 7am – 7pm Contact: Sister Makwetla 23 6548
Government grants:	Children in need of care
Department Social Development Community Centre Thembalethu Contact: Mrs Ndebele 23 8976	Child Welfare Society Church street Contact: Mrs Naidoo 23 4532
Food parcels:	Vegetable growing:
Batho Pele Project Community centre Thembalethu Contact: Mr Ndude 23 9877	Food club Agricultural centre Sakkiesdorp Contact: Mr Twale no phone
Emotional support: People living with HIV and AIDS Contact through clinic, social worker Or advice office	Legal advice Advice office Thembalethu shop 17 Contact Thabo 23 8956

Here is an example of a card that can be used to set up your list of people in need:

ORGANISATION/SERVICE _____________________ Staff name _______________________Case number _________ Date __________ Client Name _____________________Address            _____________________________ (be sensitive that some people may want to be anonymous at first)   Describe problem

List needs   ___________________________________________________________________ Family details – children, parents, income, health   ___________________________________________________________________ Action list: List support given?   Describe the advice and referral given?   What follow up is needed?

This material may not be used for profit without permission from ETU