Purpose

This guide explains how to create, save, and send a Legal Referral using the new fillable MS Word referral form, and how to complete all required follow-up actions in SharePoint and IMIS.

Step 1: Navigate to the Legal Referrals Library

Instructions:

1. From the MSD Home Page, use the navigation bar to click Legal Referrals.
2. This will take you to the Legal Referral Document Library.
3. The library defaults to showing referrals with a “Pending” status only.
   

Step 2: Create a New Legal Referral

Instructions:

1. In the top-left corner of the document library, click New.
2. Select Legal referral from the dropdown menu.
   

Step 3: Complete the Fillable Word Referral Form

Instructions:

1. The Legal Referral form will open in the Windows desktop version of Microsoft Word.
2. This is a fillable form — click into each field and complete the relevant sections.
   

1. Workers Comp referrals have additional boxes to indicate the reason for the referral
   
2. If a member is seeking a Legal Consult for another area of Law click the drop down and choose the most relevant
   

Step 4: Enter Required Metadata/Properties (Mandatory)

When prompted, or by clicking the enter properties button, enter the following:

• Title - Leave this blank
• Law Firm referred to - Select one:
  • McNally Jones
  • Carroll O'Dea
  • Hall Payne
• Type of Referral - Select one:
  • Workers Comp
  • Free Will
  • General Consult
• Referral Status - This will default to Pending.
• Member Number - Must be numbers only. Copy and paste directly from the member number field in the referral form (ensure no spaces or letters).
  

Step 5: Save and Close the Document

Instructions:

1. Update File Name to - HSU Legal Referral – [Member Name]
2. Click Save once all metadata has been entered.
   
3. You should not be prompted to choose a save location — the document will automatically save back to the Legal Referral Document Library.
4. Close the Word document once saved.
   

Step 6: Draft the Referral Email to the Solicitors

Instructions: Create an email to the relevant law firm using the template below.

Referral Email Template

Subject:
HSU Legal Referral – [Member Name] – [Member Number] – [Type of Referral]

Email Body:

Dear [Law Firm Contact/Team],

Please find attached a HSU Legal Referral for [Member Name] (Member No: [Member Number]).

Type of Referral: [Workers Comp / Free Will / General Consult]
Summary (high level): [Insert 1–3 sentence summary from the referral form]

If you require any additional information or documents to progress this referral, please let us know.

Kind regards,

Step 7: Attach the Legal Referral Document

Instructions:

1. Click Add attachment in the email.
2. The new Legal Referral document should appear in the first few results.
3. Attach the referral document and send the email.
   

Step 8: Post-Send Actions (Mandatory)

8.1 Upload the Email to IMIS

Instructions: Upload the sent referral email to the member’s IMIS profile using the save to IMIS outlook button.

8.2 Update Referral Status in SharePoint

Instructions:

1. Return to the Legal Referral Document Library.
2. Change the Referral Status from Pending to Sent.
   • Click on the Pending value (a double-click may be required), click and change to Sent. 
     

8.3 Create an Interaction

Instructions: Create an interaction under the appropriate Legal Referral category to record that the referral has been completed.

Important Notes & Troubleshooting

• Pending status purpose: Pending makes referrals easy to find if updates are needed before sending. Once changed to Sent, they are filtered out of the default view.
• Can’t update the status? SharePoint will not allow status updates if the document is still open in Word. Ensure the document is fully closed.
• Can’t see the referral in the library? SharePoint can take time to refresh. Try refreshing the page before seeking help.
• Too many Pending referrals showing? Use the Filter (top right) and set Created by = Me to show only your referrals.