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Coordinated Entry System Next to be Referred Outreach
Next to Be Referred Outreach (Coordinated Entry)
Overview
Case Managers may receive an email from the Coordinated Entry System (CES) team stating that their client is "Next to Be Referred" for a housing project. This email is intended to help Case Managers and clients prepare for a potential referral by gathering required documentation ahead of time. The Next to Be Referred Outreach is not a guarantee of referral, but it is a strong indication that a referral may happen in the near future.
Coordinated Entry utilizes this practice primarily for new housing projects with a large volume of units and high unit turnover.
Receiving a notification that your client is "Next to Be Referred" means your client is one of the next clients likely to be referred if a unit becomes available. This process helps reduce delays and supports faster placement when openings occur.
Clients who are “Next to Be Referred” are still on the Permanent Housing Queue (PHQ). If a unit at another property becomes available, the client will instead be referred to the first available unit, in alignment with CE’s Prioritization and Scoring Guidance.
What Does “Next to Be Referred” Mean?
If you are notified your client is "Next to Be Referred", it means:
- Your client is currently among the next five clients eligible for referral to a specific housing project.
- The "Next to Be Referred" notification does not guarantee a referral, but does signal that a referral may likely be coming up soon.
If an opening does not occur right away, your client will remain near the top of the referral list for that housing project until a unit becomes available. They also maintain their place on the overall PHQ.
Why Am I Receiving This Email?
You are receiving this email because CES is preparing for upcoming unit openings and wants to ensure clients who are likely to be referred are referral-ready. This helps:
- Reduce time between unit availability and referral
- Prevent missed opportunities due to incomplete documentation
- Support faster move-in timelines for clients
Case Manager Next Steps
When you receive a Next to Be Referred email, please complete the following steps as soon as possible:
1. Confirm Client Interest
Talk with your client to confirm whether they are interested in being referred to the housing project named in the email.
- If your client is not interested, notify CES as soon as possible so another eligible client can be considered.
- If your client is interested, proceed to the steps below.
2. Gather Eligibility Documentation
Begin collecting any required documentation needed for referral and enrollment. CES or the housing provider may require documentation such as:
- identification documents
- disability verification (if applicable)
- income documentation (if applicable)
- household composition verification
- other project-specific eligibility documents
Your email may include an attachment or guidance document listing what is required for that housing project.
3. Complete Referral Forms (If Provided)
If the email includes a referral form or referral packet, please complete it and return it as soon as possible, following the instructions provided.
Submitting documentation early can help prevent delays once a unit becomes available.
4. Communicate Changes Promptly
If any of the following changes occur, notify CES right away:
- Your client can no longer be contacted
- Your client is no longer interested in housing
- Your client’s household composition changes
- Your client’s eligibility status changes
- Your client is housed or exits the system
Does This Mean My Client Has Been Referred?
Not yet. A Next to Be Referred email is not the same as an official referral.
A referral occurs when CES confirms an opening and sends the client’s referral to the housing provider through the standard Coordinated Entry referral process in the Homeless Management Information System (HMIS
Frequently Asked Questions (FAQ)
How soon will my client be referred?
Timing depends on unit availability. In many cases, clients who are "Next to Be Referred" may be referred within days or weeks, but the timeline can vary.
What if I receive a notification about my client for a housing project but my client ultimately doesn’t get referred to that project?
Receiving a "Next to Be Referred" notification means your client is likely to be referred if an opening becomes available. If the project does not have an opening, the client will remain near the top of the Permanent Housing Queue until future availability.
Should I contact the housing provider directly?
If you have questions about documentation requirements or what records the housing provider already has on file, you may contact the housing provider directly.
Questions or Support
If you have questions about the Next to Be Referred process or need assistance preparing your client for referral, please contact CES: