Referral journey and access audit

How to use this tool

Use this referral access audit to learn how completed stage waits and the current age of open referrals differ.

• Choose calendar dates or elapsed days and define a consistent cohort and service. In calendar-date mode, set the snapshot date.
• Enter fictional referral and stage dates; leave an unfinished stage blank rather than inventing a completion date.
• Review completed waits, open-record ages and missing-stage counts separately before exporting.

Fictional example and how to read the result

A referral still waiting on the review date has an open-record age. It has no completed wait for the unfinished stage.

The audit describes this sample and its dates. It does not predict individual access, establish equitable access or set clinical priorities.

Describe the referral process without blending different waits

Import one row per anonymous referral. Declare a cohort label and service so changing intake periods and service mix remain visible.

In elapsed-day mode, receipt is day 0, each stage is its day offset from receipt, and current age is the elapsed time to your snapshot. In calendar-date mode use YYYY-MM-DD and the snapshot date; current age is calculated.

• Leave unknown or unreached stage cells blank. Do not replace missing values with zero.
• Open referrals without attendance enter ongoing ages. Closed referrals without attendance form a separate count.
• Completed waits run from receipt to first attendance. Recorded first-offer counts remain distinct.
• P90 uses nearest rank and is always reported with sample size; it is descriptive, not a waiting-time prediction.

What to enter in each field

• Recording format: Calendar dates use real YYYY-MM-DD dates and a shared snapshot date. Elapsed days use receipt at day 0 plus whole-day offsets; changing mode does not convert entered rows.
• Snapshot date (calendar-date mode): In calendar-date mode choose the date of the audit snapshot. Receipt and completed stages must not be later than it. This setting is ignored in elapsed-day mode.
• Anonymous referral ID: Use a unique anonymous referral ID, such as R1, once per row. Do not enter names or health-card numbers.
• Cohort label: Use a consistent cohort label, such as referral month or intake group. Cohort/service summaries stay separate.
• Service: Enter the service or discipline requested, such as speech or OT. Use consistent labels for meaningful summaries.
• Received: YYYY-MM-DD or elapsed day 0: Calendar mode: enter receipt date YYYY-MM-DD. Elapsed mode: enter 0 because all stage offsets start at receipt.
• Contacted date or elapsed days: Optional: enter first-contact date or whole elapsed days since receipt. Leave blank if unknown or not reached; 0 means same-day contact in elapsed mode.
• First offered date or elapsed days: Optional: enter first appointment-offer date or whole days since receipt. Stages must stay chronological; a missing stage is disclosed, not invented.
• Accepted date or elapsed days: Optional: enter offer-acceptance date or whole days since receipt. Leave blank if unavailable rather than using 0 as a missing-value code.
• First attended date or elapsed days: Optional: enter first-attended date or whole days since receipt. Only entered attendance produces a completed-wait summary; ongoing age remains separate.
• Current age in days (elapsed mode): Elapsed mode: enter whole days from receipt to this record’s snapshot, at least as large as any entered stage. Ignored in calendar mode, where age uses the shared snapshot date.
• Status: Choose open when the referral is still active or closed when ended. Closed without attendance is not a completed attended wait; no individual wait prediction is generated.

Original fictional example and data fields

Use the editable blank CSV or local import to collect your own de-identified entries. The example below is fictional.

Professional sources and permissions

Original worksheets and arithmetic support recording and planning. Follow the official publisher routes for standardized instruments.

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