Enroll a client from an accepted referral
Clients entered in the system through the Referral module must be added in the Client module as an Accepted Referral at intake. Upon intake, all information for the person in the Referral module is carried over to the Client module.
Note: Before a Referral (prospective client) can become a client, they must have an accepted Referral To Program. If the person you are trying to enroll was previously discharged from the agency or is currently enrolled, you receive an alert.
Prerequisites:
- The client must be readmitted to the agency in Enrollment Information.
- The program referral record must have a status of 'Accepted'.
- The program referral comes from either an external organization or an internal program.
Intake an accepted referral
- Go to: Client > My Client > My Client > My Client.
- Click in the Select Client field.
- In the Client Search window select New then Intake - Referral.
Result: The Accepted Referrals window opens. - Search for the client you want to intake, and select them from the list.
- In the Initial Enrollment from Accepted Referral (ADD) window, under Agency Placement, verify the required fields are populated, and then enter the Intake Date-Time date.
- Under Initial Primary Worker, next to Worker, click Select. Next select Worker Role, which determines the worker's Security for Events.
- Under Initial Placement, review the required fields that are completed, and complete any optional fields as necessary. For example:
- Unit and Bed - a Unit is required and allows you to set a facility's capacity for number of rooms and beds.
- Child of Placed Client - This is a flag to report whether the client is a child of an existing client.
- Schedule of Sessions - required for Attendance Facilities to indicate when services are available within the facility.
- Under Other Worker Assignments, to add more workers and workgroup assignments, click Add new record. Repeat as needed.
- Under Initial Program Enrollment Modifier, if you enter a modifier, Effective Date is a required field.
- Under Enroll into Support Group, click Add new record and complete the required fields, and then click Update. This is available when the Program Accepted To is associated with a group.
- Under Additional Information - In the sub-form Additional Information, you can capture a client's funding.
Note: A system administrator can add any event-based sub form to intake with User Tools. If you do not want this available to users on intake, then remove its visibility from the forms in Form Designer. Be sure to do this for all three forms.
Result: After intake is completed, information previously entered in the Referral module is carried over and linked to the Client module.