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Set up a People event

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People events are those that are tracked for any type of person in the system.

People in myEvolv may be:

  • Staff
  • Foster and Applicant members
  • Referrals
  • Clients
  • Family members of clients
  • Outside organization workers
  1. Go to Agency Setup > Event Setup > People > Event Setup.
  2. Select Event Category then choose the appropriate event category.
  3. Select New > Event Definition User People.
  4. Enter appropriate information as follows:
    • Event Name - Enter the name of the event; this is how the event is listed when adding for a client and making an entry as well as how the event appears on reports.
    • Event Code - Optional but recommended. Event codes can help group types of events such as PT_IND, PT_GRP, and so on, making searching a little easier.
    • Shortcut Code - Optional code that can be used for reporting purposes.
    • Is Active - Enables an event and gives you the ability to deactivate the use of an event from a point forward.
    • Is Service Event - Allows the event to be a service for the agency.
    • Has Service Form Group - Required if the event is marked as a service event. Selecting this option places a Service Encounter Information group on the service entry form that allows for selecting items such as Exempt from Billing, Client Involved, Activity Type, Program Providing Service, and Facility Providing Service.
    • Require Service Authorization - If your agency uses Service Authorizations, select this option to make it required on the form (LME's ONLY).
    • Has Multiple Notes - Select this option to include Staff (Progress) Notes sub-forms on the event’s data entry form.
      Note: In Agency Setup > Services Setup > By Program > Individual Services, administrators can go further and specify events that can be submitted to supervisors for approval and even set them up so that progress notes are required for submittal.
    • Has Single Note - Same as 'Has Multiple Notes'; however, a single narrative box appears on the form, allowing only a single note entry.
    • Has Participants - Select this option to allow the user to enter others as being present or receiving the service on behalf of the client.
    • Require Participants? - Select this option to require the user to enter at least one participant.
    • Has Materials - Select this option to allow the user to enter additional materials used.
    • Has Assessment Link - Adds an Assessment B2E sub-form to the event. This gives users the ability to select an assessment that has been completed for the client, and link it to the event being completed. This feature is often used when a service being provided is based on a related assessment.
    • Has Treatment Plan Link - Adds a Treatment plan 2 Event Link sub-form to the event that allows users to select goal information from a treatment plan, linking to the service being documented.  
    • Require Treatment Plan Link - Select this option to require the user to link the service to a treatment plan goal. 
    • Can Be Scheduled - Events that have this option selected can be scheduled as part of a staff task list. Essentially, this means that staff have the ability to schedule events for themselves or for others.
      Note: The 'Can Be Scheduled' selection is required if an event is going to be used in a workflow. 
    • Show Task Sub-form - Enables an option that allows users to schedule the next task and see upcoming scheduled tasks in a sub-report.
      Note: Select 'Suppress next scheduled event' to remove the sub-report from the form. The sub-report lists all next scheduled tasks for a person and is not limited to the selected event. 
    • Can be Individually Entered (Service Entry Screen) - For Service events, select this option to choose if the event can be entered by itself in service entry. Events such as Activities-Other that are generally expected to be entered via a sub-form on a parent event are often left unchecked so they do not display as an option to select in service entry.
    • Is Date Required -  Require an actual date for the event required to save.
      • Must be >= Initial Enrollment Date -  If this option is set, when an event is entered for a client, the date for the event must be greater or equal to the client’s intake date/time into the agency. This prevents workers from entering a service prior to a client’s intake date into the agency and/or prior to a program enrollment date/time.  This validation would be set for most services/events in the system.  However, other events that are received prior to this date, which a worker may want to enter as historic information about a client (and which may not be offered by the agency/program), would not use this validation.
    • Validate Against Enrollment and Discharge Dates - Ensures the date of services is between the enrollment and discharge dates. In most cases, this is managed through the program setup (enrollment required to receive services). However, in some cases, a program may have events that need to be completed after discharge from the program (such as a follow-up). In this case, you set the program to not to require enrollment for services. Then, for each service where you would require enrollment, check this box.
    • Allow Completing in the Future - Gives staff the ability to enter an actual date in the future. 
    • Prohibit Entering Date in the Future - This option prohibits staff from entering a future date for an end date. If the event is allowed to be completed in the future, this option is disabled.
    • Is Multi-day Event - This is selected if the event will span multiple days. Multi-day events cannot be billed unless there is an end-date entered on the service entry form. If there is no end date, the multi-day event will not produce a claim. If the event is truly a multi-day event, then you must add the end-date field to the form and add an end date. If the event does not need to be multi-day, do not select this option.  
    • Is Initial Event - Select this option if used in workflow setups where this event is initially scheduled.
    • Usable for Foster Parent Portal - Selecting this option indicates that the event can be completed by Resource Family Portal users.  
    • Data Entry Form (for New/Edit) - List the forms included in the Event Categories form families. When the user edits this event in the system, the associated form is available. Thus, an event can have a different form than the one used when the event was newly entered. This allows for the two functions to behave differently, such as triggers, allowed field edits, and so on.
    • Diagnosis Group - Select the diagnosis group to associate with the event.
    • Default Routing Work Scheme - Select the routing work scheme.
    • Is Mileage Event - Select to associate the event with mileage reimbursement.
    • Enlighten Activity Class - This will be set up during implementation of Enlighten Analytics.
    • Value Set - Select the event value set.
    • Standard Code - Relates to CDSS rules. 
    • Default Color - Select the background event color.
    • Default Duration - This field was introduced for Front Desk in myEvolv CS, and is not applicable in myEvolv NX. This field will be disabled in a future release.  
  5. In the Security for Event tab, select the worker roles that are able to access this event.
  6. In the Link to Event Groups tab, add event groups to associate with the event. 
  7. In the Related Programs tab, if the event is a service event and has already been linked to a program, this sub report displays the programs.
  8. Select Save.