Agency enrollment and discharge

Intake a client from a program  

1. Go to: Client > Client Information > Critical Information > Enrollment Information.
2. Search for and select a client.
3. In the Enrollment Information tab, click an Ellipses button next to the program or agency to display a list of actions.
4. Click New Program Enrollment.
5. In the New Program Enrollment Form, under Program Enrollment, complete all of the appropriate fields. The following fields are required: 
   • Agency Placement -  The system automatically completes the information in this field.
   • Program -  Click the magnifier button to select an option from the Program Listing by Agency and Worker dialog. 
   • Start-Date Time - Click the calendar to select a date.
   • Placement Type - Click the magnifier button and select an item in the Placement Events By Agency/Program dialog.
   • Service Facility - Click the magnifier button and search for and select an item in the Provider Sites by Program (Vacancy) dialog
   • Unit - Click the magnifier button to select a unit from the Unit Table dialog.
   • Primary Worker - Click the magnifier button to search for and select a staff member from the Staff - Service Providers dialog.
   • Primary Worker's Role - Click the magnifier button to select a role from the Worker Role Table dialog.
6. Click Save.

Discharge a client from a program  

Program closings are when a client no longer receives services from one program, but remains active and receives services from other programs.  

1. Go to: Client > Client Information > Critical Information > Enrollment Information.
2. Search for and select a client.
3. In the Enrollment Information tab, click the Ellipses button next to the program or agency to display a list of actions.
4. Click Correct/Close Program Enrollment.
5. In the Program Enrollment dialog, under Closing Information, to discharge a client from a program, enter the following information:
   • Target Discharge Date - The date you expect the client to be discharged.
   • Actual End Date Time - The actual date the client was discharged. For active clients, discharge them completely from your agency. All program and facility enrollments are ended. Worker Assignments remain open.
   • Reason for Ending - Select the reason for why the client was discharged.
   • Outcome - Select from the list the outcome for the client.
   • Discharge Type  - Select the type of discharge for the client.
   • Discharge Practitioner - Select the name of the practitioner discharging the client.
   • Timestamp and Discharge Comments - Enter a timestamp and any comments.
6. Click Save.

Discharge a client from the agency  

1. Go to: Client > Client Information > Critical Information > Enrollment Information.
2. Search for and select a client.
3. In the Enrollment Information tab, in the toolbar, click the Ellipses button next to the agency to display a list of actions.
4. Select Discharge From Agency. 
5. In the Agency Discharge dialog, complete any relevant fields. The following fields are required: 
   1. Discharge Date-Time -  Click the calendar button to select a date.
   2. Discharge Type - Click the magnifier button  to select an item from the Event Definitions dialog. 
   3. Closing Reason - Click the magnifier button to select an item from the Closing Reasons Service Track table dialog.
   4. Outcome - Click the magnifier button to select an item from the Outcome Service Track Table dialog. 
6. Click Save.

Update a client's Enrollment Information

1. Go to: Client > Client Information > Critical Information > Enrollment Information.
2. Search for and select a client.
3. To update Program enrollment information:
   1. In the Enrollment Information tab, select the ellipses button next to the Program to display a list of actions.
   2. Select Correct/Close Program Enrollment.
   3. In the Enrollment Information [EDIT] form, update as needed.
4. To update Agency enrollment information:
   1. In the Enrollment Information tab, select the ellipses button next to the Agency to display a list of actions. 
   2. Select Open Form.
   3. In the Agency Placement [EDIT] form, update as needed.
5. Save any changes.