Unexpected technical and adaptive barriers can prevent IRIS Organizations from fully adopting IRIS into their referral workflows. Utilize the questions below to identify these barriers and take actionable steps to increase your organization’s effective use of IRIS. 

Has your organization successfully implemented multifactor authentication (MFA)?

MFA is the industry standard for system security, and it is essential for safeguarding sensitive client information stored in IRIS. However, we understand that implementing MFA can be challenging and this impacts each organization differently. If you are experiencing barriers to accessing IRIS due to the MFA login requirement, you can refer to the Setting Up Multifactor Authentication guide or this helpful video. For any other questions or technical barriers, please contact IRIS Support (irisadmin@ku.edu).

Are users at your organization active and logging in regularly?

Reviewing the Team Members export can provide key details about user access and activity. To identify if a user has set up their IRIS account, check the "Invite Sent," "Invite Accepted," "Date of Last Login," and "Last MFA Login" fields. Ensure these fields contain dates and verify that the user's status is marked as active.

To identify users unable to access IRIS, review the “Last MFA Login” and “Invite Accepted” columns.  If the “Last MFA Login” column is blank, the user has not successfully set up their MFA account and cannot log in to review referral activity. Similarly, if the “Invite Accepted” column is blank, they have not accepted their invitation email and cannot log in to IRIS.

Any users that need assistance accessing their account can contact their IRIS System Manager or IRIS Support (irisadmin@ku.edu).

Have IRIS users at your organization participated in training? 

While IRIS is a simple and intuitive application, training is required to provide users with knowledge and confidence. Access the recording here: IRIS New User Training. 

Are fields on the IRIS Organization Information screen complete and current? 

The details you provide about your organization here (About Us, Eligibility Requirements, and Service Areas) are viewed by IRIS partners when making referrals. Maintaining current Organization Information ensures partners understand your value as a referral partner. This includes updating your Capacity Bar weekly (or more often depending on capacity changes), so partners know your organization’s ability to quickly act on new referrals.

Has your organization integrated IRIS into your referral workflow? 

Clear, consistent workflow guidance, such as staff responsibilities and expectations, promotes IRIS use. Plan your organization’s workflow with the IRIS Organization Workflow and Practices Worksheet. You can use IRIS Organization Workflow Guide for support. Be sure all staff are trained once the workflow is established. 

Has your organization created or modified client consent practices? 

With the adoption of an electronic referral system, your organization will likely need to revise existing client consent protocols. Your organization may develop a new consent document or update an existing form with IRIS-specific language. Guiding questions and best practices are available in IRIS Consent Guide. Train all staff in client consent expectations and discuss how new client consent procedures impact workflow. 

Is your own referral network represented in IRIS? 

If staff cannot make and receive many of their referrals through IRIS, they may not see the benefits of adopting a new workflow. If your most common referral partners do not currently use IRIS, talk with them about how the tool is supporting connections in your community. This video is a great starting point for the Why IRIS conversation. Direct new partners to your IRIS Local Leadership Team to complete the onboarding steps.