What Is Referral Quota Management?
Referral Quota Management helps GP practices track referrals against an annual allocation. It shows you how many referrals you've used and how you're pacing throughout the year. This is a monitoring tool only - it never blocks or limits clinical referrals.
What you will see
When enabled, a visual progress bar appears on referral screens showing your current usage (e.g., "15/100 referrals"), the quota period dates, and a colour indicator:
Grey | On track |
Amber | Slightly ahead. |
Red | Significantly ahead. |
Who needs to do what?
Role | Responsibility |
System Administrator | Enable quotas at Licensee level (one-time setup). |
HCE Manager | Create and assign quotas for establishments. |
All Users | View quota information when creating referrals. |
⚠️Important: Quotas are for planning only. You can always create referrals regardless of quota status.
Step 1: Enable Quotas (System Administrator)
This must be done once before HCE Managers can configure quotas.
Go to Admin, then Licensees.
Select your licensee.
Click the Preferences tab.
Find Referral Options section.
Enable "Enable Referral Source Quotas".
Click Save.
Step 2: Enable for your Establishment (HCE Manager)
Go to Admin, then Establishments.
Select your establishment.
Click the Quota Settings tab.
Check "Referral Quotas Enabled".
Don't see the Quota Settings tab?
Check that the licensee preference is enabled and you have the "HCE Manager Admin - Quota" role.
Step 3: Create a Quota Item
In the Quota Settings tab, click "Create New Quota".
Fill in the form:
Title: e.g., "2024-25 Annual Quota".
Description: Optional notes.
Day of Year: When your quota period starts (1-365).
Day 1 = 1st January
Day 91 = 1st April
Day 274 = 1st October
Quota for Year: Total referrals allocated (e.g., 100).
Click Submit Changes.
Step 4: Assign Establishments to Quota
Return to the Quota Settings tab.
Find your quota in the table.
Click the circle icon in the Select column.
A checkmark appears - the establishment is now assigned.
Sharing Quotas across multiple practices
Multiple establishments can share one quota (useful for PCNs). Just assign all relevant establishments to the same quota item. The table shows combined usage plus individual breakdowns.
How to use Quotas when creating referrals
Once configured, the Quota Usage panel appears automatically on the Referral Details screen when you create or view a referral from a quota-enabled establishment.
Understanding the Quota Panel
Element | What It Shows |
Progress Bar | Visual representation of usage with a marker showing expected pace. |
Usage Numbers | "15/100 referrals" - current usage / total quota. |
Percentage | % of quota used. |
Date Range | Quota period start and end dates. |
Days Remaining | Days left in the quota period. |
What the colours mean
Colour | Status | What to Do |
Grey | On track | Continue as normal |
Amber | Slightly ahead of pace | Be aware of usage but no action needed |
Red | Significantly ahead of pace | Review referral patterns with your team |
How "Expected Pace" is calculated
The system calculates a straight-line projection. If you're 6 months into a 12-month period with 100 referrals allocated, expected usage is approximately 50 referrals.
Quick Troubleshooting
Problem: Quota setting stab not visible
Check:
Licensee has "Enable Referral Source Quotas" preference enabled.
You have "HCE Manager Admin - Quota" role.
Problem: Quota panel not showing on referrals
Check:
Establishment has "Referral Quotas Enabled" checked
Establishment is assigned to a quota item (checkmark in table)
Referral has a "From Establishment" selected
Problem: Quota dates look wrong
Explanation:
"Day of Year" uses calendar day numbers (1-365).
If the start date hasn't occurred yet this year, the system uses last year's date.
Example: Day 274 (Oct 1st) in June means quota runs from last Oct 1st to this Oct 1st.
How to Edit a Quota
Go to Quota Settings tab.
Click Edit button next to the quota.
Modify Title, Description, Day of Year, or Quota amount.
Click Submit Changes.
Changes apply immediately to all assigned establishments.