EasyTrak Next Generation - Request / Denial Tracking Prototype

1. Client / Contact Information

Existing Client Lookup

Client ID

County

Client Name

Phone Number

Email Address

2. Request Information

Service Requested

Request Channel

Walk-in Phone Online Referral

Date / Time

3. Outcome of Request

Primary Outcome

Assistance Provided Application Started Pending / Follow-up Denied Information / Resources Only Client Did Not Proceed

One primary outcome per contact keeps monthly reporting mutually exclusive.

Direct Client Benefit Denial

Yes No Not Applicable

This is tracked separately from referrals. A client may be denied direct assistance and still receive resources or a referral.

4. Denial Reason — Required when a denial is recorded

No funds available Service unavailable Not eligible Over income Outside of the service area Duplicate or multiple requests Missing eligibility documents No verification of need

No “Other” category in this prototype. The committee can add a fixed category later if a recurring reason is identified.

5. Referral / Resources Provided

Were resources or referrals provided?

Yes — referral/resources provided

Referral Type

Referral Destination

6. Quick Review

Client—

Service—

Outcome—

ReferralNo

Recent Prototype Entries

Date	Client	County	Service	Outcome	Direct Benefit Denial	Reason	Referral
08/12/2026 10:07 AM	Example, Alex	Fulton	Utility / Energy Assistance	Denied	Yes	No funds available	Yes
08/12/2026 9:42 AM	Example, Blair	DeKalb	Rental / Housing Assistance	Pending / Follow-up	No	—	Yes