Portal or phone: what you get back
| What | On the portal | By phone |
|---|---|---|
| Proof Beta has it | A reference number and the time received | The coordinator's word on the call |
| First call from Beta | within 24 hours, Monday to Friday, 9 a.m. to 6 p.m. | During the call |
| Status | Each referral's status and history, any time | Call and ask |
| Beta's questions | Flagged on your list, answered on the referral's page | By phone |
| Patient details | Entered only after the code confirms it is you | Spoken, never sent by email |
Sending a referral
- 1
Your details
First and last name, organization, your role from a short list, and your work email. A direct number is optional. Nothing about the person goes on this step.
- 2
Confirm your work email
Beta sends a one-time code to that address. Type it in. The code is single use and expires quickly. You do not need a password.
- 3
The referral
The person's name and date of birth, where they are now and the county they want to live in, whether they or their representative agree to the referral, who makes decisions, a phone number to reach them, and a note for the coordinator. It saves as you go.
- 4
Check and send
You see every answer on one page and can change any of them. Then three statements, your typed name and Send. If you press Send twice, Beta still gets one referral.
The receipt gives a reference number and the time Beta received the referral. Keep it. You can add supporting files through the portal, right away or later from the referral's page.
What happens next
- 1A coordinator calls you
within 24 hours, Monday to Friday, 9 a.m. to 6 p.m., from (747) 293-5777.
- 2Beta contacts the person
A coordinator reaches the person or their representative and explains the waiver. ALW is the person's own application.
- 3If they choose Beta
The coordinator prepares the waitlist request with them and sends it to DHCS after review.
- 4You follow it on the portal
Each referral shows its status, its history and when it last changed.
What each status means
- 1Received
Beta recorded the referral. The receipt confirms this and nothing more.
- 2In review
A coordinator is working the referral: calling you, reaching the person, preparing the request.
- 3Waiting on you
Beta asked you a question. The list flags it, and you answer from the referral's page.
- 4Closed
The referral's work is finished. The detail page says what Beta recorded. Closed is a work status, not an outcome.
The portal never shows an eligibility decision, a waitlist position or a placement. Those belong to DHCS, and Beta cannot predict them.
Family and related contacts
A referral can carry one or more contacts: a spouse, a child, a friend, with their relationship and a phone or email. For each one you can switch on Ask Beta to invite this contact to follow the referral online. Switching it on asks Beta to send an invitation. Beta sends it only after the person or their representative agrees. The contact then gets their own sign-in and sees only what Beta shares with them. The referral's page shows whether each invitation was requested, sent or declined, and never whether the contact signed in.
Once a case is open
When Beta opens a case from your referral, the referral's page gets a link to the case portal, where you see the stages Beta shares with you. A file you send with a referral does not by itself give you case access.
Signing back in
Go to the referrer sign-in, give your work email and type the new code. Referrals you sent from that email are on one list, with search, status filters and date ranges. If your work email changed, call (747) 293-5777.
Questions people ask
Can I refer a patient to the Assisted Living Waiver online?
Yes, to Beta. There is no state referral portal for ALW; each Care Coordination Agency takes referrals its own way. Beta takes them online through a secure referral portal, or by phone.
Do I need an account before I refer?
No. Your first referral creates your account. Give your name, organization, role and work email, type the code Beta sends to that email, and the referral form opens.
Where does patient information go?
Only inside the portal, after the code confirms it is you. The first step asks for your own details and nothing about the person. Never send patient information by ordinary email.
What does the status "closed" mean?
Closed is the referral's work status on the portal. It is not an eligibility, enrollment or placement outcome. The referral's detail page shows the history and what Beta recorded.
Can the family follow the referral too?
You can add family or related contacts to a referral and ask Beta to invite them. Beta sends an invitation only after the person or their representative agrees. Each contact gets their own sign-in and sees only what Beta releases to them.